Rental Events Associate

ABOUT THE ROLE
Reporting to the Director of Rental Events, the Rental Events Associate plays a key role in promoting The James Museum as a premier venue for rental events. This position thrives in a collaborative, creative environment, working closely with clients, colleagues, and museum departments to schedule, organize, and execute memorable experiences. The Rental Events Associate contributes to team goals, supports revenue targets, and ensures every event reflects the museum’s commitment to excellence.

• Serves as a primary point of contact for clients, delivering exceptional customer service with warmth and precision
• Collaborates with the events team to draft layouts and logistics tailored to each event’s unique vision
• Maintains and updates the special events calendar to ensure seamless coordination across departments
• Represents the events team during assigned events, ensuring smooth execution and adherence to museum policies
• Reviews and refines rental event procedures, contributing ideas to improve efficiency and guest experience
• Coordinates with catering partners to prepare staff and spaces, ensuring kitchen facilities meet event standards
• Leads engaging sales tours of event spaces, showcasing the museum’s creative potential
• Works cross-functionally with museum departments to foster a supportive and team-oriented culture
• Troubleshoots event challenges with poise and professionalism, guided by the Director of Rental Events
• Participates in weekly planning meetings to align logistics and share insights with the broader museum team
• Maintains organized files and digital records in accordance with museum protocols
• Reconciles financial documents to ensure accurate billing and revenue tracking
• Oversees inventory of furniture, fixtures, and equipment (FF&E), collaborating with Facilities Department to maintain quality
• Embraces additional responsibilities that contribute to the museum’s mission

SKILLS & STRENGTHS

• Strong understanding of diverse client needs, from corporate to cultural audiences
• Meticulous attention to detail and a proactive mindset
• Excellent communication and interpersonal skills; thrives in a team-based, creative environment
• Proficient in Microsoft Office; experience with project management tools preferred
• Flexible, curious, and enthusiastic about learning and contributing to a vibrant cultural institution
• Strong writing and verbal skills with a polished, professional presence
• Comfortable navigating public spaces for extended periods during events
• Experience in museums or cultural institutions is a plus

EDUCATION & EXPERIENCE

• High School Diploma required; college coursework in hospitality, arts, or related fields preferred
• 1-2 years of experience coordinating events 

SCHEDULE

The James Museum operates 7 days a week, with extended hours on Tuesdays and frequent evening/weekend events. This role requires a flexible schedule, including holidays, evenings, and weekends, to support the dynamic rhythm of our creative event calendar.