Event Sales Administrator (Full-Time) - Portland Art Museum

Job Description

The Portland Art Museum (referred to as Museum) invites applications for the position of Event Sales Administrator. The Event Sales Administrator supports the events sales team administratively. This role is responsible for client invoicing, payments, certificates of insurance, booking internal events, coding and submitting event invoices. This position also serves as the event sales liaison between vendors, clients, and the Museum’s accounting department. This role reports directly to the Associate Director of Events. 

Essential Duties & Responsibilities

• Effectively communicates with clients and staff
• Answers multiple phone lines, routes phone traffic, responds to client inquiries & schedules sales appointments
• Reconciles billing, invoices clients and vendors, tracks commissions
• Tracks permits and insurance certificates and processes required event fees
• Records and maintains accurate client and event data in events database
• Prepares sales and event status reports
• Shows and rents event properties
• Provides timely response to space rental inquiries
• Negotiates specific terms and conditions of rental agreements
• Drafts rental agreements
• Interprets Museum policies for outside event producers
• Introduces producers to production and catering personnel
• General office responsibilities including filing, copying, data entry, accounts receivable and preparation of promotional material
• House Manages internal and, as needed, external events (mainly mornings)
• Coordinate with Partnerships to ensure all event requirements are met and department has all necessary information
• Coordinate with internal departments to ensure internal programming is successful
  • Gathers timelines, makes floor plans, checks fire permits for internal events
• Assist with event set up as needed
• Performs other related duties as assigned

Supervisory Responsibilities

• No supervisory responsibility

Institutional Responsibilities

• Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability
• Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access
• Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
• Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
• Promote equity and inclusion goals and have a “people first” mindset

Required Knowledge & Skills

If you have any questions along the way including wanting to talk about a nontraditional career background, please reach out to HR.

• Work collaboratively in an equitable and inclusive framework with individuals from a wide variety of backgrounds
• High attention to detail and experience prioritizing work plans and activities to maintaining high volume work flows
• Strong verbal and written communication skills, comfortable communicating with all levels of staff, vendors, and customers

Education, Formal & Informal Experience, Training Required, Certification, Etc.

• Minimum of 1-3 years of experience in the event industry 
• Experience with Ungerboeck and/or other related event management software preferred
• Experience with sales content management systems (CMS) to track leads and client calls and document where each prospect is in the sales cycle
• Proficiency in Microsoft Office Suite

Job Conditions

• Non-Exempt/Hourly
• Schedule/Hours: Monday through Friday, 9:00am - 5:00pm (35 hours per week)
• Onsite/Not Remote
• Occasional nights and evening hours
• Extensive computer work

Physical Activities

• Constantly operates a computer and other office equipment, such as a copy machine, phone, and printer
• Frequently communicates with team members or clients
• Frequently move about the museum 
• Occasionally lift/pull/push up to 15-20lbs
• Occasionally set up tables and chairs
• This is not a complete representation of all physical requirements

Benefits

• This role is non-exempt/hourly and full-time
• Budgeted compensation is within pay grade E ($20.08 min - $23.10 mid - $26.11 max), depending on experience 
• Shift differentials, for hourly/non-exempt staff, for hours worked onsite within:
  • Evening hours (6:00 pm-12:00 am) will be paid an additional $1.00 per hour
  • Night hours (12:01 am-6:00 am) will be paid an additional $2.00 per hour
• Healthcare package: medical, dental, vision, disability, life insurance, 401K match, and flexible spending accounts
• Paid time off: 6 paid holidays, 2 floating holidays, vacation, sick, and bereavement leave
• Monthly Museum contribution for public transit, parking, or bike to work plan
• Museum admission & lectures, programs, and gift shop discounts
• R.E.A.P (Reciprocal Employee Attraction Pass), providing free general admission to local destinations

Application Process for Event Sales Administrator

In order to be considered eligible, submissions require a resume, cover letter, four references, and all application questions answered. Incomplete applications will not be considered.

Application materials will be screened and interview candidates will be selected and notified by email. All applicants will be notified once the position is filled. 

Closing date: We will begin reviewing applications immediately, so please apply as soon as possible. The closing date is subject to change at any time.

Company Description

Equal Opportunity & Accessibility

The Museum is deeply committed to diversity, equity, and inclusion, both in our hiring practices and in our Museum employee experiences. We strive to foster a mindful and respectful environment in which everyone can be their authentic selves at work and experience a culture free of harassment, racism, and discrimination.

The Museum is an equal opportunity employer, committed to a policy of non-discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, sexual orientation, gender identity, political belief, disability or any other legally protected status. We are committed to the full inclusion of all qualified individuals. This commitment ensures that persons with disabilities are provided reasonable accommodations to participate in the application, interview, and hiring process. Alternative formats of this application are available upon request. If reasonable accommodation or an alternative form of this application is needed to participate in the job application or interview process, perform essential job functions, and/or receive other benefits and privileges of employment, please contact Human Resources at hr@pam.org or 503.276.4358.

About the Portland Art Museum 

The seventh oldest museum in the United States, the Portland Art Museum is internationally recognized for its permanent collection and ambitious special exhibitions drawn from the Museum’s holdings and the world’s finest public and private collections. The Museum’s collection of more than 50,000 objects, displayed in 112,000 square feet of galleries, reflects the history of art from ancient times to today. The collection is distinguished for its holdings of arts of the native peoples of North America, English silver, and the graphic arts. An active collecting institution dedicated to preserving great art for the enrichment of future generations, the Museum devotes 90 percent of its galleries to its permanent collection.

The Museum’s campus of landmark buildings, a cornerstone of Portland’s cultural district, includes the Jubitz Center for Modern and Contemporary Art, the Gilkey Center for Graphic Arts, the Schnitzer Center for Northwest Art, PAM CUT, and the Confederated Tribes of Grand Ronde Center for Native American Art. With a membership of more than 22,000 households and serving more than 350,000 visitors annually, the Museum is a premier venue for education in the visual arts. For information on exhibitions and programs visit portlandartmuseum.org.