occurs through the unique participation and contribution of each employee. We look for colleagues who are the most driven, the most talented, and the most creative. Every member of the Gallery’s team should aim for excellence and ingenuity, surpassing challenges and discovering new possibilities together. We value long-term commitment and loyalty, and in turn provide avenues for career advancement across all departments.

PRIMARY RESPONSIBILITIES:

• Produce, manage, and lead in the planning and execution of all private events and public programs held at the gallery, including exhibition opening receptions, private artist dinners, artist talks, screenings, performances, staff enrichment events, and other events as necessary

• Develop and propose ideas for public programs (such as artist talks, readings, screenings, etc.) in relation to the artist roster and upcoming exhibitions and fairs

• Create project timelines and event management documents to ensure planning and execution is on time and streamlined

• Ensure cross-departmental communication and collaboration in the planning, scheduling, and execution of all gallery events (virtual and in-person)

• Act as the onsite event lead for all in-person events, managing event execution/strike and external vendors

• Develop and manage budgets and invoicing for all events

• Secure and negotiate multiple bids for services, contractors, supplies, equipment, etc. to ensure costs are in budget

• Manage event invitation process from start to finish, including invitation design and printing, guest list and RSVP management, seating charts, and name place cards

• Oversee the accuracy of the gallery’s VIP contact list, facilitating regular updates

• Secure permitting as needed for gallery events and stay up-to-date on all city, county, and state laws and regulations governing events, including permitting, sound ordinances, and parking

• Develop corporate relationships that could financially support events & public programs

GENERAL ADMINISTRATIVE RESPONSIBILITIES

• Maintain a contact log of reputable event vendors and contractors as well as any signed agreements or contracts, noting opportunities for cost reductions and recommending changes

• Support the maintenance of the staff calendar, gallery calendars, and other gallery documents by providing event logistics information as required

• Perform regular audits of materials and supplies, noting opportunities/suggestions for cost-saving measures

• Execute all correspondence with a high level of attention to detail, in a written and verbal communication style that is clear, free of typos, and reflects the gallery’s voice

STAFF DEVELOPMENT & GALLERY CULTURE

• Pursue personal learning and growth opportunities in the areas of leadership and diversity, equity, inclusion, and accessibility (DEIA) in relation to events and public programs at the gallery; evaluate gallery practices in these areas and provide informed recommendations for improvements

• Lead in the planning of major staff enrichment group events and assist with internal programs that allow staff to better engage with the exhibitions and with each other

HOSPITALITY & FACILITIES

• Maintain the aesthetic of the Gallery’s interior and exterior during events, working to ensure that clients, staff, and visitors have a pleasant, streamlined, clean, and safe experience when visiting the gallery

• With the Gallery Manager, Gallery Administrators, and other Sales team assistants, support general client hospitality needs such as VIP tours and special group visits

• Lead the coordination of large-scale client gift initiatives, including gift recommendations, cost comparisons; address and contact information management; and shipping

SAFETY & SECURITY

• During COVID-19, research and implement best practices for ensuring the health and safety of employees and guests at in-person gallery events

• During all events held at the gallery and events held offsite, monitor and ensure the safety of the artwork and the guests

• Secure event insurance riders as needed

• Secure event insurance riders as needed

Our ideal candidate is highly detail-oriented and creative with exceptional organizational skills; an excellent verbal and written communicator; and possesses the ability to work successfully in a fast-paced, deadline-driven environment. We seek candidates who are extremely self-motivated, responsible, and efficient, and who hold a sincere appreciation for and experience with navigating diverse cultural spaces. In addition:

• Knowledge of and passion for contemporary art and culture required

• A successful record of demonstrable accomplishments in envisioning, implementing, and managing high-level special events and programs preferred

• At least three (3) years of experience in event management strongly preferred; at least five (5) years welcomed

• At least two (2) years of experience working at a contemporary art gallery and/or contemporary art museum preferred

• BA in a related field preferred, but consideration is given to candidates with related education and experience

• Ability to develop robust, effective, and clear event timelines with accompanying visual aids and documentation

• Proven fluency in budget preparation, management, reporting, and cost control

• Skills in a Mac-based environment required, including: Google Suite (Gmail, Calendar, Sheets) and Microsoft Office Suite (Word, Excel, PowerPoint)

• Skills in the Adobe Creative Suite (Acrobat, Photoshop, Illustrator) preferred

• Experience using project management software such as Asana or Basecamp preferred

• Experience using mail merge software such as Yet Another Mail Merge (YAMM) and event RSVP/check-in software such as Zkipster preferred

• Basic knowledge of databases such as ArtBase / FileMaker (or similar) preferred

• Fluency in multiple languages welcomed

• Physical abilities to perform all core functions and duties, including but not limited to the ability to talk; hear; see; sit for extended periods; walk; climb, balance; stoop; kneel; crouch; crawl; push; pull; reach; and lift up to 30 pounds

• Possession of a valid California driver’s license and reliable means of transportation to facilitate in-town travel and evening assignments

• BIPOC and LGBTQIA+ candidates are strongly encouraged to apply

COMPENSATION & BENEFITS:

• This is a full-time hourly position (overtime eligible).

• The pay scale for this position is $29 – $39 per hour.

Benefits for full-time employees, following a waiting period, include:

• Fully-paid premium medical and vision insurance

• Discounted dental and long-term disability insurance

• Paid personal and vacation days (starting at 13 days annually)

• Paid sick time (6 days annually)

• Paid holidays and floating holidays (10 days annually)

• Paid gallery closures (typically 8-10 days annually)

• Paid family leave

• Participation in a 401k retirement plan

COVID-19:

• The gallery greatly values the health & safety of its employees, and is following all COVID-19 city, county, and state business guidelines for the pandemic.

• During the pandemic, approximately 50% of the work required of this position can be completed remotely, with regular in-person visits required.