Deadline June 09, 2023

The Oregon Historical Society is dedicated to making Oregon’s long, rich history visible and accessible to all. For more than a century, the Oregon Historical Society (OHS) has served as the state’s collective memory, preserving a vast collection of artifacts, photographs, maps, manuscript materials, books, films, and oral histories. Our research library, museum, digital platforms, educational programming, and historical journal make Oregon’s history open and accessible to all. We exist because history is powerful, and because a history as deep and rich as Oregon’s cannot be contained within a single story or point of view.
OHS practices and promotes inclusiveness. We honor the diverse strengths, needs, voices, and backgrounds of all members of our community and are committed to the equitable treatment of all people and the elimination of discrimination in all its forms. We are committed to building a diverse workforce and strongly encourage applications from diverse candidates.

Submit the following materials at: Oregon Historical Society – Job Opportunities (paylocity.com)

• Cover letter addressing how your personal and professional experiences have prepared you for this position
• Resume

We offer a comprehensive benefits package that includes:
• Health insurance (medical, vision, alternative care, prescription)
• Dental insurance
• Generous paid time off
• 4% matching 401(k) retirement plan
• Flexible spending accounts
• Long-term disability insurance
• Life insurance
• Employee assistance program
• Museum admission and lectures, programs and gift shop discount

The Oregon Historical Society (OHS) Event Coordinator (EC) is responsible for being the on-site lead 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. This is a 20-30 hours/week position, depending on event schedules, and is a part of the OHS collective bargaining unit.

1. Assists the Events and 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. Responsible for day-to-day administrative tasks of the Venue Rental Program in addition to acting as primary Event Lead in delivery of most rental events.

3. 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.

4. When acting as On-site Event Lead, 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.

• 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. Acts as On-Site Event Lead for some internal and partner events and for most venue rental events, including coordinating with OHS security and support staff ensuring events are executed successfully and safely.

• Uses our event building platform to respond to rental event inquiries, write rental contracts, track event details and timelines, build Banquet Event Orders (BEOs), coordinate venue payment, and maintain rental event calendar.

• Creates floorplans and BEOs/ setup sheets in collaboration with clients, caterers, and vendors and communicates event plans to OHS Security and other relevant staff. Coordinates and fulfills event set-up and take-down tasks including setting banquet furniture for event layouts.

• Oversees Events equipment inventory and utilizes onsite laundry to clean linens used for internal events.

• Effectively handles multiple tasks and projects, often with overlapping and time-sensitive deadlines.

• Supports in the delivery of major OHS events, including member events, 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 Events & 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. Models and supports a positive team dynamic across departments.

• 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.

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.

Requires a high school diploma and at least three (3) years of experience in event management or related work or equivalent combination of education and experience.

Basic AV skills to provide light technical support for both in person and virtual events. Familiarity with Zoom functions, live microphone level monitoring, and basic video and presentation formats preferred.

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.

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.

Has advanced 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.

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.

OLCC Servers Permit required, or the ability to obtain it (OHS can reimburse the cost of the class and test if it is passed).

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 frequently lift and/or move up to 40 pounds to assist staff with event set-up and take-down. 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 necessitate some time at a computer or desk and more significant periods of time standing, walking and lifting.

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 as-needed basis. Weekly hours may vary depending on event schedules and will generally be 20-30 hours per week, 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 OHS has adopted a policy where all employees are required to be fully vaccinated against COVID-19 as a condition of employment. Employees may request an exception from vaccination because of a disability or sincerely held religious beliefs from the HR Department.

More Info

1200 SW Park St., Portland, OR 97205

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