California Arts Council

State of California

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Assistant Director, Facility Rental Program
Asian Art Museum

San Francisco, CA

The Assistant Director Facility Rental Program manages the program of events to generate earned income for the museum; recommends strategies and plans to meet changing market conditions and to ensure maximum profitability and volume of facility rental activities.  The nature of the work requires sensitivity to the issues involved in managing a rental program within a museum.  The incumbent must have the ability to sort multiple priorities, problem-solve under pressure, and respond to the needs of a fast-paced program.  He/she must work closely with other museum departments to effectively communicate rental requirements and logistics. Additionally, he/she must be available to work evening and weekend hours as required.


  1. Works closely with Director of Museum Events and Chief Philanthropy Officer to create a strategic plan for an active facility events rental program.
  2. Sells facility rentals through group presentations and on-site walk-throughs; evaluates user needs to determine necessary facility services and personnel for each event; familiarizes users with related rules and regulations of museum, including rental rates and pricing.
  3. Responds to inquiries regarding rental guidelines, costs, services and facilities; negotiates, prepares, reviews, and administers rental contracts for Samsung Hall, Loggia, and North and South Court rentals. Consults with legal counsel as required for contract issues. Obtains all necessary certificates of insurance and event permits; prepares invoices and related documents; supervises all contracted events to insure adherence to contractual obligations of renter.
  4. In collaboration with the Director of Museum Events, creates and implements a marketing plan to increase the museum as a venue for special events; develops special events brochure, hand-out packets, advertisements, and related materials.  Works with Digital Engagement team to enhance web presence.  Oversees the marking of the rental program on external web sites.
  5. In collaboration with the Director of Institutional Partnerships, creates strategy to engage corporate clients for rentals and museum membership.
  6. Supervises the establishment and maintenance of rental event records; writes or oversees the writing of reports as needed to provide statistical and other information regarding events.
  7. Develops and administers the facility rental program’s budget.  Oversees the expense budget and the income/projected revenue.  Responsible for generating at least $700,000 revenue per year.
  8. Assists Director of Museum Events with all other event and event committee needs as necessary.
  9. Oversees the department budget. 
  10. Serves on museum committees, including Frontlines, Digital Calendar Committee and Integrated Pest Management Team.
  11. Working directly with other museum departments to communicate rental calendar, obtain information regarding museum space availability, art installations, etc. Projects the fiscal impact of art installations and exhibition space use on rental events.
  12. Oversees and works directly with the Facility Rental Program Coordinator and On-Call Event Coordinators (5).
  13. 1Negotiates rental agreements and revises legal documents in partnership with legal counsel and the San Francisco City Attorney.
  14. Working in partnership with Curatorial, Conservation and Security departments, develops safety plans for art in public spaces.
  15. Oversees approved vendor list.
  16. Stays current on best practices in the rental industry including health codes, fire codes, permits and emergency responses.


  • Bachelor’s degree from an accredited college or university and Four (4) years of related work experience; or an equivalent combination of education, training, and experience.
  • Demonstrated special events management experience, including budget preparation, expense monitoring, supervision, and vendor relations.
  • Excellent marketing, negotiation, oral and written communication skills.
  • Strong organizational skills with attention to detail and follow through; ability to successfully handle multiple tasks under constant deadlines.
  • Computer literacy; knowledge of MS Word for Windows preferred.
  • Ability to: establish and maintain effective and positive working relationships with staff, vendors, and members of the public; exercise tact and diplomacy at all times; display good judgment in problem-solving; demonstrate an understanding of protocol and sensitivity to cultural diversity issues.
  • Ability to train, direct, supervise, evaluate, and motivate staff.
  • Ability to work nights and weekends as needed.
  • Willingness to set up and break down equipment for events; handle and transport sometimes heavy materials.


Normal office environment except during periods of event management. Evening and weekend hours required.  Requires extended periods of walking and standing; physical mobility and strength to be able to move equipment and materials for events.


Competitive salary and benefits package.


For more information and to apply, please visit

* The Asian Art Museum is one of the largest museums in the Western world devoted exclusively to Asian art and culture. Home to more than 18,000 works of art from over 40 Asian countries, we strive to be a catalyst for discovery, dialogue, and inspiration. With Asia as our lens and art as our cornerstone, we spark connections across cultures and through time, igniting curiosity, conversation, and creativity.*

The Asian Art Museum embraces diversity in its mission, programs, and staff.







Deadline: 10-02-2017

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