Careers

Title: Seasonal Event Coordinator

Reports to: Chief Executive Officer
Location: Portland, OR
Type: – Part time/Limited Duration
Rate of Pay: $25 hourly – 20-24 hours weekly

To Apply: Please submit your resume and cover letter to jobs@pittockmansion.org. Please include “Seasonal Event 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 prior to 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 Seasonal Events Coordinator is a part-time, limited duration position primarily responsible for expanding the event rentals and photo shoots during the holiday season and developing other special programs at the museum. This role combines creativity, logistical expertise, and strong hospitality skills to produce memorable experiences that further the Mansion’s mission of inspiring understanding and stewardship of Portland’s history.

This is a newly created position that will directly report to the Chief Executive Officer and will primarily promote, sell and manage Pittock Mansion’s new Holiday Rental/ Photo shoot program while helping develop a yearlong rental and special program structure.

This job will be a customer service and hospitality driven role that will work with multiple external clients as well as with the internal team.

Flexibility of schedule is a must to be the lead POC and host any onsite rental events during the weekday evenings or weekend.

Essential duties and responsibilities include but not limited to:

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 for the holiday season.

  • This position will be expected to target and market the facility rental program for the holidays 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.
  • They will ensure that the holiday season facility rental calendar is optimized with event and photoshoot reservations.
  • This role will be the key POC for all rental clients and serving as Pittock’s host staff will manage the pre, during and post planning of the events from start to finish, ensuring smooth operations, guest satisfaction, and adherence to safety protocols.
  • They would be responsible for walkthroughs with potential clients, process rental agreements, permits and payments and maintain the event supplies inventory.
  • They will collaborate with the internal and external parties about the event, ensure the required set up and tear down, vendor coordination and be the onsite host staff on the day of the event.
  • They will ensure event client satisfaction through follow-up surveys and work towards a continuous improvement model for the facility rental program.

Other:

  • Review and refine the current contract and marketing materials so that there’s a clear, attractive and concise booklet and website content on the Pittock rentals. This would include recommended caterer and other vendor information, etc.
  • Provide regular data and reports to management.
  • Manage, monitor, and report on finances related to events.
  • All other duties and responsibilities assigned by management.

Required Skills and Experience:

  • Bachelor’s degree in marketing and communications, business management or equivalent experience with a sales focus a must.
  • Minimum two years of direct experience in events preferably for a nonprofit, cultural or hospitality related organization.
  • 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 programs
  • 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 details, ability to multi-task and switch priorities in an articulate manner.
  • Ability to take feedback objectively.
  • Ability to consistently produce high-quality deliverables in a timely manner.
  • Ability to work well with directions as well as 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:

  • Ability to work in 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 requirement.
  • 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 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 discrimination practices.