Organization: The Historic Trust
City: Vancouver

Type: Full-Time
Primary Job Function: Program
Secondary Job Function: Other
Education: Bachelor’s Degree

Description & Details

The Historic Trust has the honor of producing the region’s most iconic and valued community events and public programming. This full‐time position provides a wide variety of event production duties and logistics coordination for the Celebrate Freedom Programs, Pearson Field Education Center and Public Outreach & Engagement activities. This full‐time position works in collaboration with other Trust Staff and Volunteers and in partnership with various city and county agencies.

QUALIFICATIONS

• Good interpersonal skills
• Skills in Microsoft Office
• Time management and organizational skills, with the ability to prioritize and meet deadlines
• Flexibility to manage a wide variety of
• Strong organizational, problem‐solving, and analytical skills with attention to detail
• Excellent written and oral communication skills
• Ability to work both independently and in a team
• Professional appearance and demeanor
• Ability to problem‐solve and trouble‐shoot complex situations
• Maintain confidentiality related to the area of work
• Organize and manage multiple priorities with competing or conflicting deadlines and frequent interruptions
• Interpret and apply administrative and departmental policies and procedures

PROGRAM AND EVENT RESPONSIBILITY:

To perform a wide variety of responsibilities and event production and logistical planning for signature events of The Historic Trust including but not limited to:

Flag Day

Marshall Awards

Marshall Lecture

Independence Day                                                              

Veterans Parade & Ceremony

Pearson Field Education Center Fundraiser

Public Tour Program

Pearson Field Summer Camps

The Vancouver Chautauqua Series

PRIMARY RESPONSIBILITIES:

• Coordination of public projects, indoor/outdoor events and activities as determined including work plans, scheduling, contracts, permits, traffic coordination, public safety/security work assignments and
• Collaborate with other Trust employees on various projects and events.
• Manage office support functions; prioritize and coordinate work assignments; review work for accuracy; direct the work activities of volunteers and interns as assigned.
• Recommend improvements in work‐flow, procedures and use of equipment and forms.
• Serve as liaison to various committees with preparation and dispersal of agendas, minutes and correspondence.
• Gather event information from each venue. Integrate work effort into comprehensive work needs of the agency across departments.
• Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by the supervisor.
• Prepare programs, tickets, invitations, thank you cards, pledges, press releases, mass mailings, forms and other documents in conjunction The Historic Trust events.
• Create, maintain and update fax/mailing lists and contact databases. Use of Word, Excel, and design software.
• Collaborate with marketing and communication staff to prepare and dispense public information on activities and events.
• Recruit and coordinate volunteers to assist in program and event planning and execution.
• Provide a high level of customer service at all times; project and maintain a positive image on behalf of the Trust with those contacted during work.
• Provide critical thinking and creativity to internal and external customers; process requests and inquiries; and answer questions.
• Provide consistent communication to vendors, internal staff, etc. on all events, projects.
• Creation of event production plans and management of budget
• Management of all event aspects from start to finish including: appropriate permitting; source, hire and management of support personnel and services; adherence to budget; sponsorship fulfillment and final report outs

 

SECONDARY RESPONSIBILITIES 

• Independently compose correspondence related to assigned responsibilities.
• Organize and oversee event filing system (hard copy and online).
• Reserve venues for events, hire caterer, make other arrangements as necessary.
• Assist with printing companies on orders of forms, invitations, programs, posters, etc.
• Operate a variety of office equipment including a photocopier, FAX machine and computer. Use agency proprietary software to advance work needs.
• Perform related duties and responsibilities as required.

WORKING CONDITIONS

Sustained posture in a seated position and prolonged periods of typing. Ability to lift 25 pounds for moving of tables, chairs for meeting set‐up; ability to work a flex schedule as needed. Position requires the flexibility to work occasional evenings and weekends.

Reports to: Director of Marketing and Communications

Hours: Full‐time

Pay: Between $50K to $60K, commensurate with experience. We are an equal opportunity employer.

Benefits: Complete benefit package that includes healthcare coverage, life, disability and retirement contributions in accordance with the Trust’s policies. We are an equal opportunity employer.

Position open until filled.

BACKGROUND

MISSION

The Historic Trust inspires civic pride and economic vitality through education, preservation, and celebration of our community’s history.

VISION

The Historic Trust envisions a vibrant community that preserves and celebrates its rich history while shaping its legacy for the future.

THE HISTORIC TRUST STRIVES TO PROVIDE VALUE THROUGH:

• Expertise in experiential education relevant to all ages
• Expertise in management and renovation of historically significant buildings and grounds
• Leadership in and execution of community programs
• Being agile and entrepreneurial
• Leveraging opportunities and the community’s philanthropic capacity

Last Updated: August 1, 2019