The Events Associate Director is responsible for the coordination and successful implementation of all operational aspects of events at MOCA. This position provides managerial oversight of MOCA’s Event Rentals program as well as supports all MOCA organized events including meetings and public programs. The position also works in close collaboration with the Associate Director, Donor Events and Programs to support Advancement department events such as exhibition openings and MOCA’s annual gala. The Events Associate Director also works cross-departmentally to produce and manage the museum wide logistics calendar, insuring the efficient deployment of MOCA’s resources at both of MOCA’s facilities. The position is also responsible for drafting and negotiating contracts and budgets related to MOCA rentals.
Essential Functions:
- In collaboration with Operations Coordinator supervise and produce the weekly Logistics Calendar, outlining organization-wide arrangements for meeting room use, program coordination and special events, inclusion of notes and timelines on gallery tours, high profile guests, catering services, AV needs, deliveries and directives for security and maintenance at MOCA’s two locations including MOCA Grand Avenue and The Geffen Contemporary at MOCA.
- Schedule meetings with the Director of Security and Maintenance and Security Coordinator(s) to ensure proper coverage of all planned activities and events at both building locations. Also work closely with the AV team to review respective support needs for auditorium use, Warehouse use and events with portable AV sound equipment. Confirm set up needs for furniture/table, chairs, linen and canopies. Confirm all set up needs are met for all departments.
- In collaboration with the Operations Coordinator, oversee and produce the daily Today at MOCA report, which outlines activities at MOCA’s two locations including information on current exhibitions, exhibition-related programming and any special events and associated notes. This report briefs all staff on daily activities of importance.
- Manage MOCA’s Event Rentals program, including client sales and maintaining client relationships for corporate and non-profit organizations in consultation with Advancement department. Respond to rental inquiries daily and work towards meeting revenue goals set by MOCA management for Grand Avenue and The Geffen Contemporary locations. Coordination of production support with outside special events companies, AV, sound and light crews, catering services, security staffing, engineering staff and custodial crew, among others. Present proposals to management for review, negotiate and execute rental agreements, produce and submit invoices to rental clients and follow up with Finance department on a timely basis to ensure proper payment scheduling. Act as point person on site as needed for all rental events and ensure compliance to building use restrictions and rental agreement stipulations. Key point of contact for the Geffen building location for the annual LA Arts Book Fair organized by Printed Matter.
- Rental Events may include coordination of film and commercial shoots at both MOCA locations. Negotiate venue rental fees along with associated fees that may include security coverage, maintenance staff, and MOCA engineer to be on site based on shoot requirements.
- In conjunction with the Advancement department, coordinate and oversee the use of the building for corporate donors who meet the required funding level to hold an event at MOCA as designated by the Advancement department. Work closely with the Associate Director, Donor Events and Programs to ensure a successful event.
- Provide support to the Advancement department’s efforts, in conjunction with the contracted outside special events production company, with the planning, production and management of MOCA’s annual gala and other fundraising events.
- Work closely with the Associate Curator of Performance and Programs to ensure all performance set up, day-of event load-in and strike timelines are shared with Security and other departments impacted by this activity. Assist with permitting and code agreement including LA Fire permits and Los Angeles County noise ordinances by proactively providing compliance information to Associate Curator of Performance and Programs.
- On occasion, schedule and organize meetings, gallery tours or cocktail receptions in conjunction with the Los Angeles Tourism and Convention Board, Metro, BizBash, FeteLA and other event related organizations to assist in promoting the event rentals program and offering an opportunity for collaborations.
- Coordinate where needed and provide support for internal events and activities including MOCA departmental meetings and programs, Trustee and Committee meetings, Member’s Openings, Leadership Circle Receptions and other activities including Education department activities held at any of MOCA’s facilities working directly with MOCA staff and executive team. Act as point person on site based on requirements for all events and ensure compliance to building use restrictions. Provide follow-up to departments with any related billings and payments for associated services and supplies provided for events.
- Working in conjunction with the Director of Operations, ensure operations of the onsite café follows the food service lease agreement and where needed provide sufficient communication throughout the year to update café management on events that may impact their operation. Point of contact for Operations support on daily basis.
- Review all notice of filming surveys with the Director of Operations and Facilities for location filming in the area via Film LA agency. Review possible impact to MOCA’s buildings or operations and ensure MOCA’s requirements are agreed to. Share information in advance with other MOCA staff as needed. Negotiate payment from production company if shoot impedes on MOCA’s main entrance or loading dock or requires MOCA security.
- In collaboration with the Director of Operations, serve as MOCA liaison with surrounding downtown businesses, residences and governmental agencies, including Little Tokyo and Grand Avenue community and related service organizations, to provide sufficient communication on upcoming events and activities that may impact adjacent buildings and neighborhoods. Act as a liaison between downtown cultural venues, businesses and residences that may be impacted by museum events.
- Oversight of quarterly scheduling meetings with Metro and the Japanese American National Museum and the Go For Broke National Education Center in relation to the Geffen building activities.
- Interface with all city agencies that have jurisdiction to ensure that events comply with city regulations. Agencies include LADOT, LA Fire Marshall and Fire Department, Los Angeles Police Department and VICE, and the Ninth District Council Office. Work closely with lobbyists and other consultants as required.
- Maintain appropriate files for correspondence, reports, agreements and invoices specific to the Operations department.
- Assist Director of Operations and Facilities with the preparation of the annual Operations budget; monitor monthly status of budget; assist in planning long and short-term purchases for the museum.
- Participate in the negotiation and administration of service and vendor contracts.
- Work at exhibition openings and other events as required.
- Perform other duties as assigned.
Requirements:
- Minimum of five years of direct experience
- Outstanding organizational skills to effectively manage multiple projects
- Must be adept in problem anticipation, resolution, and negotiation
- Must have ability to interact effectively with both museum staff, visitors and various vendors in a courteous and professional manner.
- Must be able to work flexible hours, including evenings, weekends and holidays
- Proficiency in Microsoft Office, including Outlook, Word, and Excel
- Possession of a valid California driver’s license and good driving record
- Bachelor’s degree in arts administration or closely related field preferred
Salary Range: $78,500 to $82,500
This position is covered by MOCA/AFSCME Collective Bargaining Unit Agreement: No
