The Academy Museum of Motion Pictures furthers the understanding, celebration, and preservation of cinema through inclusive and accessible exhibitions, screenings, programs, and collections. Welcoming visitors from Los Angeles and around the world, the Museum works in active partnership with motion picture artists and specialists, scholars, staff, and diverse communities to contextualize and challenge dominant narratives around cinema, inspiring discourse, connection, joy, and discovery.

Reporting to the Vice President, Events, the Specialist will be responsible for scheduling, communications, and administration related to private event rentals of event spaces and theaters. The position requires an extremely organized and detail-oriented professional with the ability to efficiently process a high volume of inquiries and special requests. The Specialist will also support event operations at Academy properties.

This position is represented by a union.

You Will:

• Process and respond to private event inquiries and filming requests for corporate members, nonprofits, and other organizations; provide information on venue policies, rates, and booking requirements; support outbound sales initiatives and other strategic outreach.
• Schedule and conduct client site tours and location scouts; schedule inquiry follow-up calls.
• Utilize Salesforce to input and update client, billing, and contract details; update sales reports and trackers.
• Assist with drafting and editing event contracts and proposals.
• Create event layouts and update existing templates.
• Lead and execute small to medium size events as assigned.
• Generate invoices and reconcile payments and credits with the Accounting Department.
• Liaise with internal operating departments and vendors to deliver on event requirements.
• Facilitate client evaluation tools and reporting; coordinate client gifting.
• Maintain photography archive and coordinate updates of webpages and sales/marketing collateral.
• Support event operations as scheduled at the Academy Museum, Academy Headquarters, Pickford Center, and the Margaret Herrick Library.
• Fulfill special projects and other administrative duties as assigned.