California Arts Council

State of California

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Special Events Assistant
Asian Art Museum

San Francisco, CA

Reporting to the Special Events Manager, the Special Events Assistant assists with selected and assigned events for the Development department.  S/he performs logistical/administrative tasks for museum events, including fundraising galas and other fundraising events, VIP and Director’s Office events, and cultivation events for the department – both within the museum and in external settings.  The nature of the work requires maximum flexibility and resourcefulness, in addition to impeccable tact and judgment.

Examples of Duties


  1. Working closely with the Special Events Manager, the Special Events Assistant provides assistance with aspects of the coordination, planning, and implementation of events including communicating with the relevant museum staff or external hosts, generating letters and mailing lists; invitation production and mailing; working with event vendors for catering, decor, security, entertainment, and valet parking; serves as department’s liaison with internal and/or external hosts.
  2. Assists in the preparation, receipt, filing, and administration of event documents; ensures the invoicing, recording, and processing of income and expenses.
  3. Sources, negotiates, and manages contracts with all entertainment related to Family Events, opening dinners, Gala, and various internal events.
  4. Interacts and consults with the members of the Development department to review and determine all event aspects including schedules, program needs, catering requirements, event coordination, and staffing; manages all work requests with other museum departments.
  5. Works with volunteer hosts to plan and conduct cultivation or stewardship receptions, dinners both in the museum and in select external venues (e.g. host parties for the campaign).
  6. Assists with scheduling and tracking the events calendar, including regular review and reporting of all tentative events booked for the calendar year; coordinates events with the museum’s master calendar; regularly updates the special events master calendar.
  7. Maintains mailing lists for special events; develops and tracks RSVP lists.  Coordinating with the Development IS team, enters relevant data on guest lists and attendees into Raisers Edge.
  8. Creates electronic invitations for a variety of museum events. 
  9. Communicates event timeline, event needs, and all event details to the various museum departments and Security teams; sends a formal schedule of event timeline, logistics and vendor participation to the various museum departments prior to each event.
  10. Coordinates all beverage purchases for all Development department events; sources, manages, and oversees inventory for each event’s needs.
  11. Acts as department representative at events as needed.


Minimum Qualifications


  • Bachelor’s Degree from an accredited college or university and one(1) year of related work experience; or an equivalent combination of education and experience
  • Strong computer skills; proficiency in MS Office, including Word and Excel
  • Knowledge and working ability of Photoshop
  • Excellent oral and written communication skills; outstanding administrative and organizational skills
  • Ability to display good judgment; successfully sort multiple priorities; maintain a sense of perspective and humor while working under pressure; give great attention to detail and accuracy
  • Ability to deal courteously, effectively and tactfully with museum staff, Board members and committees, the general public, outside organizations and groups; establish and maintain positive, effective work relationships
  • Ability to effectively explain museum policies and procedures regarding events
  • Ability to work evenings and weekend hours; maximum flexibility required



$21.05 - $25.29 per hour* with benefits package.

*Please note: New hires start at the beginning of the salary range and this position is represented by SEIU 1021.

Application Procedure

Apply online 

The Asian Art Museum is one of the largest museums in the Western world devoted exclusively to Asian art and culture. Home to more than 18,000 works of art from over 40 Asian countries, we strive to be a catalyst for discovery, dialogue, and inspiration. With Asia as our lens and art as our cornerstone, we spark connections across cultures and through time, igniting curiosity, conversation, and creativity.

The Asian Art Museum embraces diversity in its mission, programs, and staff.

Address: 200 Larkin street

Deadline: 08-01-2017

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