Portland PCCG logo Classical Chinese Garden
NW 3rd and Everett, Portland, Oregon 97209  503-228-8131

Event and Program Assistant

Job Title:
Event and Program Assistant

Reports to:
Director of Events

Purpose of Position:
Support private event sales and oversee event execution resulting in high revenues and client satisfaction. Implement cultural and educational classes and programs

Position Scope:
Facilitate all production, clerical and operational aspects associated with renting the Garden for weddings, corporate gatherings and private parties. Assist in the sales and marketing of the Garden as an event venue. Implement the marketing and production of all aspects of educational and cultural classes and programs. Manage the scheduling, booking and accounting of Garden classes and programs.

Monday to Friday, office hours when not executing events, programs and classes.  Weekends, evenings and holidays to meet event and program schedules

Essential Functions:
70%—Private Event Rental Coordination
* Reply to event rental inquiries and schedule site tours
* Generate and distribute event rental information
* Manage event contracts and payment
* mplement events--set–up/break-down, manage caterers, musicians and other services and staff the event to the satisfaction of each client
* Produce client documentation: lead sheets, charges and payments, vendor info, timelines and site plans
* Assist in booking the Teahouse for private events
* Implement an event inventory system for alcohol, paper goods, equipment and supplies
* Participate in local trade associations and shows, to promote the garden as an event location

30%—Cultural & Educational Class/Program Coordination
* Implement the activities involved in a successful educational program
* Manage the clerical aspects of educational programming: including expenses, revenues, attendee sign-up
* Be the point person for meeting teachers/presenters and class attendees and organize all class set-up/break-down
* Assist as needed with the Garden operations: opening, closing, gift shop, ticket booth

Education & Experience Needed
* High school degree. Some college preferred
* Proven experience in the event planning business
* Demonstrated experience in producing a written timeline and resource plan for implementing a successful event
* Demonstrated ability to produce and manage a successful event within a budget
* Ability to work a flexible schedule: nights, weekends and holidays
* Required industry licenses: OLCC license, food handlers permit and CPR trained
* Proven ability to handle many tasks at the same time
* Demonstrated experience in working successfully with all kinds of people and remaining gracious in challenging situations

Skills & Abilities Desired
* Clerical skills: Excel, Word, Outlook and general computer skills
* Able to lift 50 lbs
* Excellent oral and written communication skills
* Detail oriented and excellent time management skills

* This is a full- time salaried position
* PCCG offers a full health care benefit package, a 401K plan and paid vacation/sick/personal days

Position Closes: Monday, May 12 at 5pm

Please submit a complete resume, a letter of interest and answers to the supplemental questions below to:

Portland Classical Chinese Garden
Event & Program Assistant Application
PO Box 3706
Portland OR 97208

No phone calls please.

Supplemental questions

1. Submit an event (real or fictitious) site plan, timeline and budget for a ceremony and reception for a group of 200

2. Based on your experience, suggest three programs that could take place in the Garden. Describe how you would promote and implement these. 

3. Describe a job experience where you have demonstrated your managerial skills under pressure

4. Describe how this position suits your personality and skill set

The Portland Classical Chinese Garden is an equal opportunity employer.