Temporary Event Liaison

Full Job Description

This is a non-merit, temporary position. Candidates must follow the instructions in the "To Apply" section. Positions in this class are exempt from the screening and referral requirements of the Iowa Department of Administrative Services - Human Resources Enterprise.

The State Historical Society of Iowa has been a trustee of Iowa’s historical legacy since 1857.

With a dual mission of preservation and education, it maintains a museum, a research center, and seven historic sites.

The society preserves and provides access to Iowa’s historical resources through a variety of statewide programs, exhibitions and projects while serving as an advocate for Iowa’s past and connector to the future.

The ideal candidate will have experience in events and hospitality and interest in working at a cultural institution. Learn more about the State Historical Society of Iowa at History.iowa.gov

Job Description

The State Historical Museum of Iowa is seeking qualified candidates to fill the position of Event Liaison.

This part time position will work with the Events and Development manager to plan, organize and book events for the facility. They will work with clients (e.g.

public and private, other governmental agencies, education groups) to plan and execute all event arrangements including audio-visual needs, catering, custodial, security, room set up/tear down and other building and event resource requirements such as lighting, security and facility logistics.

This part-time position requires candidates to work events during the workday as well as evenings and weekends. This position is capped at 780 hours for the fiscal year (July-June). Note, the schedule for this position may vary throughout the year as it is based on the facility’s event schedule.

Description of work:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and perform other duties as assigned.

• Successfully interact and serve as point of contact for several entities, including but not limited to, internal and external clients, Museum’s preferred caterer, event planners, vendors and guests to ensure excellent experiences at the State Historical Museum of Iowa.

• Actively engage and respond promptly to venue clients, vendors and guests along with communicating their concerns to the Events and Development Manager.

• Ensure total compliance with the State Historical Museum of Iowa’s contracts, rules and regulations. Remain at the Museum, day time or evening, to oversee and successfully execute events.

• Maintain knowledge of State Historical Museum rental and educational programs to better serve clients and museum guests.

• Promote the facility rental program and events, respond to facility rental inquiries both on the phone and via email, provide tours for clients interested in hosting events, and provide excellent customer service to attendees.

• Utilize Salesforce and DocuSign to generate and send event contracts and invoices.

Assist in event set up/tear down throughout all floors/spaces of the State Historical Building by moving and lifting furniture or equipment weighing up to 25 pounds, bending and reaching, measuring and calculating measurements, and creating event floor plans to review with clients for compliance with plans.

Develop, maintain and promote positive and professional relationships with internal staff, rental clients, vendors and other general public in order to achieve departmental and organizational goals.

• Perform other duties as assigned by the Events and Development Manager.

Essential Functions:

• Display a high level of initiative, effort, attention to detail and commitment by completing assignments efficiently with minimal supervision.

• Ability to work independently as well as in a team environment.

• Ability to deal with problems involving several concrete variables in standardized solutions. Ability to troubleshoot A/V and sound equipment.

• Ability to coordinate both big picture and minute details, both in the short and long term. Demonstrate excellent written and verbal communication skills via phone and email.

It is the policy of this state to provide equal opportunity in state employment to all persons. An individual shall not be denied equal access to state employment opportunities because of race, creed, color, religion, national origin, sex, age, or physical or mental disability.

E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees.

Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States.

The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization.

For more information, please visit www.e-verify.gov.

Qualifications

High school diploma required.

Associates or bachelor degree in marketing, events or hospitality is preferred. Minimum one-year experience in events, hospitality or guest services field.

Event planning and hospitality services experience preferred.