Special Events Assistant

Summary

SPECIAL EVENTS ASSOCIATE

The White House Historical Association is a non-profit, non-partisan educational organization founded in 1961 by First Lady Jacqueline Kennedy to enhance the understanding, appreciation, and enjoyment of the Executive Mansion. For more than sixty years, the Association has produced award-winning books on a wide range of subjects related to the history of the President’s House and has actively fulfilled its educational mission with robust educational programming and retail offerings including the Official White House Christmas Ornament program.

This is NOT a political position or a position with the United States Government. All proceeds from the sale of the Association’s books and products are used to fund the acquisition of historic furnishings and artwork for the permanent White House Collection, assist in the preservation of public rooms, and further its educational mission.

Key Responsibilities

Event Marketing duties to include but not limited to:

· Managing Facebook, Instagram and social media accounts with event promotions, event photos etc.

· Assist with the developing and execution of event promotions and marketing initiatives

· Administrative duties to include but not limited to:

· Drafting client contracts

· Process invoices and requests for deposit refunds and refund letters. Collects payment information (such as credit card information) and submits this information to the association accounting office for processing.

· Create event instruction documents for hourly event staff and vendors to follow.

· Update regularly the master event calendar, budget sheets and mailing lists.

· Send out client reminder notices.

· Generate new business by executing outbound sales calls to drive awareness; identifying and pursuing targets

· Attend industry events and seminars promoting the site and meeting vendors.

· Establish and maintain relationships with targeted vendors, clients, and prospects

· Assist in managing vendor schedules for each client’s event assuring vendor load-in and load-out are carried out and completed in a timely manner. Assures site policies and event procedures are upheld, and with no disruptions to other possible events taking place on the site.

· Coordinate with other WHHA staff such as maintenance to assure Decatur House is ready for an event, and any follow-up maintenance that may be required during and/or after an event.

· Conduct site visits with potential clients providing detailed site information and fully answering any questions so that the prospective client will leave with a positive feeling about renting the site for their event.

· Assist with the planning and staffing of in-house events

Qualifications

· College degree preferred; Or a minimum of three (3) year’s event and/or hospitality experience

· Working knowledge of the following systems; Excel, Salesforce/Pardot, CVENT, Facebook, Instagram

· Flexibility to work early mornings, nights, weekends, and holidays and staff special events as needed

· Excellent interpersonal and communication skills

· Strong organizational skills

· Excellent problem solving and customer relation skills

· Ability to successfully manage a wide array of tasks and thrive in an often fast-paced environment

· Ability to lift up to 25lbs

Reports to: Vice President of Special Events and Venue Logistics

Job Details:

• Type: Full-time
• Compensation: $50-60k annually
• Benefits: 403(B), health, dental, vision insurance, paid time off, employee discounts
• Location: On-site

To Apply:

Send cover letter describing your relevant experiences, and your resume in a single Word document or PDF to employment@whha.org The White House Historical Association is an equal opportunity employer.

Candidates selected for this position must pass a full background and reference check.

Job Description

SPECIAL EVENTS ASSOCIATE

The White House Historical Association is a non-profit, non-partisan educational organization founded in 1961 by First Lady Jacqueline Kennedy to enhance the understanding, appreciation, and enjoyment of the Executive Mansion. For more than sixty years, the Association has produced award-winning books on a wide range of subjects related to the history of the President’s House and has actively fulfilled its educational mission with robust educational programming and retail offerings including the Official White House Christmas Ornament program.

This is NOT a political position or a position with the United States Government. All proceeds from the sale of the Association’s books and products are used to fund the acquisition of historic furnishings and artwork for the permanent White House Collection, assist in the preservation of public rooms, and further its educational mission.

Key Responsibilities

Event Marketing duties to include but not limited to:

· Managing Facebook, Instagram and social media accounts with event promotions, event photos etc.

· Assist with the developing and execution of event promotions and marketing initiatives

· Administrative duties to include but not limited to:

· Drafting client contracts

· Process invoices and requests for deposit refunds and refund letters. Collects payment information (such as credit card information) and submits this information to the association accounting office for processing.

· Create event instruction documents for hourly event staff and vendors to follow.

· Update regularly the master event calendar, budget sheets and mailing lists.

· Send out client reminder notices.

· Generate new business by executing outbound sales calls to drive awareness; identifying and pursuing targets

· Attend industry events and seminars promoting the site and meeting vendors.

· Establish and maintain relationships with targeted vendors, clients, and prospects

· Assist in managing vendor schedules for each client’s event assuring vendor load-in and load-out are carried out and completed in a timely manner. Assures site policies and event procedures are upheld, and with no disruptions to other possible events taking place on the site.

· Coordinate with other WHHA staff such as maintenance to assure Decatur House is ready for an event, and any follow-up maintenance that may be required during and/or after an event.

· Conduct site visits with potential clients providing detailed site information and fully answering any questions so that the prospective client will leave with a positive feeling about renting the site for their event.

· Assist with the planning and staffing of in-house events

Qualifications

· College degree preferred; Or a minimum of three (3) year’s event and/or hospitality experience

· Working knowledge of the following systems; Excel, Salesforce/Pardot, CVENT, Facebook, Instagram

· Flexibility to work early mornings, nights, weekends, and holidays and staff special events as needed

· Excellent interpersonal and communication skills

· Strong organizational skills

· Excellent problem solving and customer relation skills

· Ability to successfully manage a wide array of tasks and thrive in an often fast-paced environment

· Ability to lift up to 25lbs

Reports to: Vice President of Special Events and Venue Logistics

Job Details:

• Type: Full-time
• Compensation: $50-60k annually
• Benefits: 403(B), health, dental, vision insurance, paid time off, employee discounts
• Location: On-site

To Apply:

Send cover letter describing your relevant experiences, and your resume in a single Word document or PDF to employment@whha.org The White House Historical Association is an equal opportunity employer.

Candidates selected for this position must pass a full background and reference check.