The Oregon Historical Society
  • Museum
  • Portland, OR, USA
  • $22.00 - $25.00 DOE
  • Hourly
  • Part Time

The Oregon Historical Society (OHS) Event Coordinator (EC) is responsible for being the on-site manager or support staff for most rental events and some partner and internal events. OHS events and programs are crucial components of our community-engagement and revenue-generation programs. From weddings to fundraisers to lectures, panel discussions, symposia, and more, events and programs bring diverse groups to OHS and enable OHS to use our downtown location to raise our public profile, generate revenue, foster community partnerships, and serve our mission.

The position works in a fast-paced environment on an on-call basis, with an average of 2-6 events per month, and 4-8 hours per event, working mostly on weekday and weekend evenings with some daytime assignments to oversee rental programs associated with events.

ESSENTIAL DUTIES AND RESPONSIBILLITIES

  1. Assists the Events & Operations Senior Manager in planning and delivering events and programs to provide a highly positive experience for guests, partners, and external clients while ensuring OHS internal operations and procedures are observed.
  2. Serves as the primary point of contact to clients and vendors during rental events, providing timely and detailed information regarding OHS policies, procedures, and operations.
  3. When acting as event manager, coordinates OHS event team from set-up to take down, and ensures that OHS responsibilities are met and that the event runs as smoothly as possible.

JOB DUTIES

  • Works closely with OHS staff, volunteers, maintenance, security, outside vendors (including caterers), and other OHS non-event vendors to plan and deliver high-quality events and programs.
  • Maintains regular hours for meeting with prospective and current event-rental clients and program partners and acts as On-Site Event Lead for some internal and partner events and for most venue rental events, including by leading OHS support staff, ensuring events are executed successfully, and protecting OHS property.
  • Supports in the delivery of major OHS events, including exhibit openings, the annual History Makers Dinner and the Hatfield Lecture Series.
  • Develops solutions and communicates them to relevant individuals when problems arise.
  • Maintains direct communication with Event & Operations Senior Manager regarding events, including providing a recap at the end of each event.
  • Maintains punctual, regular, and predictable attendance.
  • Works collaboratively in a team environment with a spirit of cooperation.
  • Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with coworkers, visitors and volunteers and including the ability to communicate effectively and remain calm and courteous under pressure.
  • Respectfully takes direction from supervisor.
  • Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.

QUALIFICATIONS

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Requires a high school diploma, or equivalent, and two years of college (bachelor's degree preferred) and at least three (3) years of experience in event management or related work or equivalent combination of education and experience

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

COMPUTER SKILLS

Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, create presentations, download forms, and preserve/backup important data.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Acceptable documents to establish identity and employment authorization and the ability to pass a background check. OLCC Servers Permit required, or the ability to obtain it (OHS can reimburse the cost of the class and test if it is passed).

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is frequently required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee is frequently required to talk or hear and occasionally required to taste or smell. The employee must occasionally lift and/or move up to 40 pounds to assist staff with event set-up. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

General duties and responsibilities are routinely interrupted and require almost constant mobility. Daily activities may necessitate some time at a computer or desk and more significant periods of time standing, walking and lifting.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate. The employee occasionally is required to work in outdoor weather conditions.

The position works in a fast-paced environment on an on-call basis, with an average of 2-6 events per month, and 4-8 hours per event, working mostly on weekday and weekend evenings with some daytime assignments to oversee rental programs associated with events.

Must have the ability to be flexible if events and/or clean-up run later than schedule.

The Oregon Historical Society
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