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Montalvo Employment Opportunity

Job Title: Assistant, Corporate & Private EventsFT, 40 hours/wk, hourly, non-exempt

Montalvo Arts Center is seeking a highly energetic and organized Assistant to join our busy Corporate &Private Events office. Reporting to the Manager of Corporate & Private Events, this is an administrativeposition responsible for working across departmental areas to support the coordination, and implementationof all aspects of special events. Key responsibility of the Assistant is to ensure the highest level of customersatisfaction for Montalvos guests. This is a full time position, with a flexible work schedule, typicallyMonday-Friday but may vary and will include some evening, weekend and holiday hours.

Responsibilities include, but are not limited to:

Timely response to client, vendor and staff requests. Record/maintain inquiry details and set appointments for Manager as requested. Communicate status of client/vendor to Manager each week. Create checklist of all tasks for ceremonies and opening/closing events; send to clients timely. Maintain accurate weekly financial records/reports. Process payments accurately and update event

files timely. Track and record payments, send payment reminders and follow-up on a timely basis.

Coordinate set-up plans with client, vendors and Facilities department. Mail copy of executed contract to client with receipt & thank you letter. Set-up rehearsal time/date and confirm. Process refund of security deposits. Research, if any, fees to be deducted. Send closing packet. Distribute event details to internal departments and event vendors on a timely basis. Maintain client files and vendor databases/files. Maintain office supplies, equipment and marketing materials. Assist with marketing promotional events and professionally represent Montalvo and Events Dept.

Have basic knowledge of Montalvo Arts Center history and current programs. Maintain rentalsinformation on website and social media sites with Marketing staff.

Create email announcements for marketing purposes. Gather estimates for repairs for facility or equipment damage from appropriate departments. Confirm ceremony rehearsal time/date on determined schedule. Ensure venue is prepared for tours and pre/post events. Attend client-planning meetings, as requested. Assist with a lead site tours as requested. Secondary functions: Occasionally attend on-site events and assist Manager with production. Assist

with ceremony rehearsals as requested. Serve as back-up coordinator for some ceremony-only events.

Occasionally oversee and close evening events as requested. Perform other related duties as required.

The ideal candidate will have the following qualifications:

2-3 years experience as Exec. Asst./Admin. Asst./Office Mgr. Experience in event sales or event production with catering/hotel/restaurant preferred. Bachelors

degree preferred.

Excellent organizational skills with particular attention to detail. Accurate accounting and paperworka must.

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Event s Assist ant : Page 2

Capacity to remain calm in highly stressful and emotional environment. Maintain confidence andpoised professionalism at all times with clients, vendors, staff, Trustees and event guests.

Excellent written and verbal communication skills in English. Excellent handwriting. Ability to work nights/weekends/holidays based on event schedule (depending on season). Some 6-

day workweeks during peak wedding season may be required.

Ability to work independently and take initiative with a positive cooperative attitude. Highly motivated, positive person with demonstrated ability to manage multiple projects with rapidly

changing priorities. Superior skills with Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook. Experience

with CAD system such as Caterease/RoomViewer a big plus. Conversational skills in Mandarin or Spanish are desirable. Experience with social media marketing a plus. Passion to learn about the event industry and demonstrate a commitment for Montalvos mission.

Working Conditions & Physical Tasks:Typical office environment; requires the ability to remain seated at a computer workstation for extendedperiods. Some job functions may be performed outdoors.While performing the duties of this job, theemployee is regularly required to talk or hear. The employee frequently is required to stand; walk; use handsto finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to sit, stoop,kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific visionabilities required by this job include close vision, distance vision, peripheral vision, and depth perception.Some local travel necessary; valid drivers license and access to own vehicle and clean DMV record required.Background check required. CPR/First Aid certification required within 60-days of hire.

Salary: $16-18/hour, DOEBenefits: Montalvo offers a comprehensive benefits package that includes medical, dental and visioninsurance; FSA; and 401(K) retirement plan.

To apply, submit a cover letter summarizing your skills and experience related to the position, your resumeand a writing sample to Human Resources via email athr@montalvoarts.org. Resumes without cover letter

and writing sample will not be considered. No phone calls about the position, please. Applicationdeadline is February 28, 2013. Applications will be screened for qualifications and experience. Not allapplicants who meet the minimum qualifications will be offered an interview.

For more detailed information about Montalvo Arts Center visit our website at montalvoarts.org.

Montalvo Arts Center is an Equal Opportunity Employer. Applicants who contribute to the diversity of ourorganization are encouraged to apply.

Posted 2/12/13

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