Special Events Associate

Job Summary:

The Special Events Associate is a vital asset to the Special Events Department, assisting the Special Events Rentals and Sales Manager in reaching the department’s annual event rentals goals at one of Charleston’s newest and most profound private event rental spaces. With a passion for providing excellent customer service, the Special Events Associate will work closely with external prospects and clients through the event planning process, leading as a subject matter expert on hosting events within our museum.

Ideal candidates will have experience in hospitality/customer service, event planning/coordination, and administrative duties.

Primary Duties/Responsibilities include but are not limited to:

• Consults with prospects and clients by call and email to assess and understand their event needs including staffing, technology, vendors, and special permits.
• Manages and responds to event inquiries in a timely professional manner.
• Manages all administrative duties and details associated with the event including responding to and tracking inquiries, drafting contracts, collecting payment and important documents, sourcing vendors and creating event briefings.
• Executes as on-site events staff during external rental events and some internal events.

Additional duties to include:

• Showcases the museum to prospective clients through scheduled site visits.
• Develops and maintains marketing collateral including current lists of available services and pricing options.
• Maintain positive working relationship with external vendors.
• Maintains current knowledge of event planning standards and trends.
• Manages and schedules event volunteers and support staff.
• Performs other related duties as assigned.

Knowledge, Skills & Abilities Required

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and meticulous attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to think creatively and effectively problem-solve.
• Ability to protect confidential client information.
• Hybrid position with the requirement for in office presence at least once a week and presence at all events.
• Must be willing to work a flexible schedule, including evenings and weekends.
• Must be able to work effectively with the event clients, guests, IAAM staff and volunteers and consistently provide excellent and courteous customer service in person, via email and by phone.
• Thorough understanding of legal regulations and permits required for events.
• Proficient with Microsoft Office Suite or related software.

Preferred Qualifications and Education Requirements:

• Bachelor's degree in Hospitality, Event Planning, Business Management/Administration, Public Administration or related field required.
• At least two years of experience in customer service, sales, retail, event planning, or a related field.
• Ability to work up to 30 hours a week.
• Hours are not guaranteed and are based on the needs of the business.

Physical Requirements:

• Must be able to stand and walk for long periods of time during events.
• Must be able to lift at least 25 lbs.
• Must be able to work a variety of hours in order to accommodate events.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.