Development Events Coordinator
The Development Events Coordinator supports the Development Events Manager in planning and executing internal donor, member, and collaborator events. This includes all events related to the Women's Board, Donor Forum community, and OMCA Members. The Development Events Coordinator will work cross-departmentally with other OMCA teams and will also support communications with vendors and talent. This role is required to be on-site for at least half of their scheduled weekly hours. Events are often held outside of regular business hours. The candidate must also be available to work occasional nights / weekends that will be scheduled in advance.
Responsibilities
The following reflects OMCA's definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.
- Support the Museum's mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future
- Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement
- 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
- All positions will have core functional responsibilities, cross functional team activation and learning and development as a core function of each role.
Qualifications
Administrative Support
Maintain all event documents including insurance records, permits, contracts, loading requirements, etc. and convert to digital formatAct as initial point of contact for event inquiries, respond to clients in a timely manner in writing / email, in person or via the telephoneProcess deposits and purchase authorizations for all Event Services clients and vendorsTrack invoices and expenditures for internal eventsFacilitate post-event follow-up to include processing invoices, incident reports, record keeping and follow to clientsParticipate in the request for proposal (RFP) process for acquiring preferred vendors, track success of vendors and communicate to clients and staff accordinglyEvent Support
Attend meetings regarding facility usage and event execution, and compliance with facilities, local, state and federal building guidelines and permittingTroubleshoot when unexpected situations arise, causing an event to be compromised, both in planning phase and day of eventSupport design needs for events working with the graphic design team and external vendorsWork with the Development Events Manager as the lead or support during most internal events for set-up, break-down, program, and other event needsManaging pick up and drop off of event materialsVendor research and communicationsSupport with talent and programming elementsExperience
2 plus years of related experience in an administrative or events role.English language proficiency in both spoken and written formKnowledge and experience in event production, audio-visual systems and procedures, food & beverage, customer service, and vendor relationships preferredMS Office (Word, Excel, PowerPoint) knowledge experience preferred.Work Environment
Museum environment involves both indoor and outdoor working conditionsEngage with diverse visitor populations for extended periods of time in the galleries or throughout the campusAbility to work a flexible schedule, including occasional evenings and weekendsAbility to lift up to 25 lbs.EEO STATEMENT
The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability / disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community. In compliance with the Americans with Disabilities Act, OMCA will provide reasonable accommodations to qualified individuals with disabilities.
COMPENSATION : $31.28 - $31.28 / hr