Title: Sales, Events, and Programs Coordinator

Reports to: Director of Marketing, Communications, and Audience Development

Location: Portland, OR

Type: – Full-time/Hourly

Salary: $30-$32/hour

Location: This is not a hybrid position. Onsite presence with flexible schedule and weekend availability required to cover events and program schedule.

Benefits: Pittock Mansion Society offers an excellent benefit package, including 100% employer-paid employee medical, vision, and dental insurance, a very generous PTO package, sick leave, retirement plan with company match up to 3%, and an Employee Assistance Program. Full-time staff are also offered a free annual Pittock membership and the benefits of the Reciprocal Museum Membership program, which provides free access to area museums and gardens.

To Apply: Please submit your resume and cover letter to jobs@pittockmansion.org. Please include “Sales, Events and Programs Coordinator” in the subject line. No phone calls, please. Only completed applications with all the requested materials will be considered.

Application Deadline: Immediate but open till filled.

Qualified candidates must complete a background check before hiring.

ABOUT PITTOCK MANSION:

Pittock Mansion is a 1914 historic house museum, owned by the City of Portland, Parks and Recreation, and operated by the Pittock Mansion Society. The premises include the Mansion, the Gate Lodge, and the Garage with beautiful gardens adjacent to Pittock Vista Point. The mission of the organization is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs. Pittock Mansion is one of the top tourist destinations in Portland.

The organization is at an exciting juncture of growth, reimagination, and evolution with the new vision, Pittock 2.0.

POSITION SUMMARY:

The Sales, Events, and Programs Coordinator is a full-time, hourly position primarily responsible for expanding earned revenue programs for the museum. This role combines a successful background in sales, hospitality management, logistical expertise, and strong relationship-building skills to produce memorable experiences and demonstrated achievement of revenue target goals

This position will directly report to the Director of Marketing, Communications, and Audience Development and will collaborate with multiple departments in the execution of the events. The role will primarily manage and drive Pittock Mansion’s facility rental program and fully execute and manage the onsite ticketed programs, private rentals, and events as well as Pittock Mansion’s annual internal events.

The Sales, Events, and Programs Coordinator will be an energetic and fast-paced individual who can multitask, primarily drive program and event sales, and deliver quality products and guest experience on time and within budget. This job will be a customer service and hospitality-driven role that will work with multiple external clients and the internal team.

They will manage the full cycle private rentals program: first inquiries, site tours, planning, contract negotiation, obtaining documentation and payment, and will be onsite for the events coordination including set ups/tear downs etc. Promotional activities may also be required as needed, including but not limited to community events or industry fairs.  They will also be the liaison with Portland Parks for event permits that will take place on the grounds of Pittock Mansion.

Only qualified candidates with 3-4 years of successful event sales and management experience should apply. Applications lacking the required experience will not be considered.

Essential duties and responsibilities include, but are not limited to:

Event Sales and Facility Rentals: Being unique, and one of the most beautiful venues in Portland, Pittock Mansion is poised to proactively expand its facility rental and photo shoot program after a successful pilot and growing interest.

• The Sales, Events, and Programs Coordinator primary responsibility will be to target and proactively sell the facility rental program to a wide variety of potential clients, such as businesses and corporate clients, event and conference planners, professional photographers, as well as wedding planners and other partners.
• The rental sales would include corporate and private rentals during holidays and throughout the year, weddings as well as photo and film shoots.
• They will be expected to build a solid client database and proactively develop outreach and orientation strategies with planners.
• They will request website updates and promotional materials
• They will process all incoming inquiries, cross-check with the CEO and Director regarding special or customized rental requests and ensure that all inquiries are responded to within one business day.
• They will be expected to demonstrate success in turning inquiries into sales and optimize the event calendar so that it is filled with event reservations through all seasons.
• They would be responsible for walkthroughs with potential clients during weekdays, and weekends as required, process rental agreements, insurance paperwork, permits, and payments in advance.
• They will be the POC for all booked rental clients, and serving as Pittock’s host staff, will manage the before, during, and post planning and execution of the events from start to finish, ensuring smooth operations, guest satisfaction, and adherence to safety protocols.
• They will collaborate with the internal and external parties about the event, ensure the required setup and teardown, vendor coordination, and be the on-site host staff ensure other set up on the day of the event.
• This role requires being hands-on with the event set up and tear down, ensuring parking and gate closure issues are addressed in advance, and the facility spaces post event rental are returned to original set up for daily museum operations to seamlessly resume.
• They will ensure event client satisfaction through follow-up surveys, request for event photos and work towards a continuous improvement model for the facility rental program.

Ticketed Public Programs and Events: As part of the new vision, Pittock 2.0, Pittock Mansion has launched a new series of ongoing fun and engaging public programs for the local community. These will be offered seasonally through an annual calendar and will include programs such as evening events on the terrace with food and music, family arts and crafts activities during weekends, birthday parties for kids, tour and catered lunch for special groups, special events during popular holidays as well as film nights, talks, brown bag speaker series, mini art and craft fairs, musical performances and more.

• The Sales, Events and Program Coordinator will have the primary “execution” responsibility of all the ticketed public program events and coordinate all aspects of Pittock’s internal events such as Holiday Member Open House, VIP donor, and Volunteer Recognition events.

• Ensure that each event is built with all necessary details, including approved budget, volunteer and guest speakers, musicians, or sponsoring partners.
• Be proactive in the booking and sales of programs, events, and group experiences.
• Be the primary staff to manage all aspects on the “day of” for the programs and events including set up and tear down, purchase and set up of food and décor, vendor coordination etc. Seek assistance from Facilities and Operations team for set up/tear down, furniture moving etc.
• Ensure that the Guest Experience Team and Facility and Operations Team are involved with ticketing and successful logistical management of these programs, including parking.
• Seek planning and implementation assistance from the Education and Youth Program Coordinator, Manager of Membership, other staff, interns, contractual staff, and volunteers as required.

Other:

• Identify the group sales market and lead sales efforts to boost group visits to the mansion.
• Provide regular data and reports to management.
• Manage, monitor, and report on finances related to events and programs.
• All other duties and responsibilities as assigned by management.

Required Skills and Experience:

• Minimum three years of direct experience in a Sales and Program Coordination role, preferably for a nonprofit, cultural, or hospitality-related organization.
• Proficient in project management while being resourceful and nimble.
• Ability to be resilient, adaptive, collaborative, and creative, and embrace the fact that Pittock Mansion is at a “building as its flying” stage where change is a constant.
• Knowledge of Portland’s cultural community and event vendor network.
• Experience and success with developing and managing ticketed program opportunities that balance organizational mission with sustainable earned revenue strategies. A result-oriented approach is necessary.
• Having a positive “iterative learning” mindset.
• Excellent written, verbal, and interpersonal communication skills.
• Excellent customer service skills and ability to engage authentically, effectively, and professionally with different audiences, including community members, corporate and private clients, staff, and others.
• Highly organized, with attention to detail, ability to multitask and switch priorities articulately.
• Proficient in the basics of budgeting and finance management.
• Ability to take feedback objectively.
• Ability to consistently produce high-quality deliverables promptly.
• Ability to work well with directions as well as work autonomously and collaboratively.
• Possess multi-cultural appreciation and demonstrate an ability to work with a diverse group of coworkers, visitors, and other constituents.

Physical Activities/ Other Conditions:

• Tuesday through Saturday work schedule preferred with flexibility of coverage as required for events and programs.
• Ability to work in a shared/open space office environment.
• Work is required to be done onsite at Pittock Mansion with a flexible schedule, including evening and weekend hours as per the event and program calendar requirements.
• Workstations may not be in a climate-controlled environment.
• Light to medium work that includes moving objects up to thirty pounds.
• Ability to do set up and tear down during events, carry and set up supplies, etc.
• Ability to navigate stairs and a fair amount of walking on the Pittock Estate grounds.

Pittock Mansion Society is committed to a work environment in which all individuals are treated with dignity and respect. Everyone has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices.