Events Assistant

To apply, please email cover letter, resume and three references to inquiries@roundhousefoundation.org.

Title: Events Assistant; Pine Meadow Ranch Center for Arts & Agriculture

Status: Full-time, temporary/seasonal, non-exempt

Hours: 40 hrs./week; office hours are 8:30 am – 5 pm Monday through Friday, March 2025 - October 30, 2025. Days and times vary depending on work requirements. The position requires regular evening and weekend availability to accommodate events.

Reports to: Residency Coordinator

Position Overview

The Events Assistant supports the planning, coordination, and execution of events at PMRCAA, including artist residency programs, workshops, open studios, lecture series, and other community engagement activities. The Events Assistant works closely with Arts Team members to ensure events run smoothly and align with the mission and vision of PMRCAA. This role emphasizes event logistics, communication, setup, and post-event tasks.

The Events Assistant provides on-site support for residents and visitors, including welcoming guests, offering tours, and serving as a liaison between event organizers, instructors, and attendees. Given the nature of events, the role requires regular evening and weekend availability.

This position is based in Sisters, Oregon, and does not allow for remote work.

Essential Functions

Event Preparation & Execution:

Assist in planning, scheduling, setting up and staffing workshops, lectures, and open studios.

Ensure the cleanliness and readiness of the facility.

Coordinating with staff and instructors to confirm event logistics, including schedules, materials and technology needs for the event.

Welcome attendees, provide facility information, and offer assistance during events.

Set up hospitality stations with refreshments and snacks.

Handle event setup, breakdown, clean-up and setting up for the next activity.

Maintain and organize event supplies, ensuring readiness for each activity.

Post-Event Activities:

Coordinate post-event clean-up and inventory management.

Send thank-you emails to instructors, attendees, volunteers and support staff.

Administer post-event surveys to participants and document feedback for future improvements.

Prepare event summaries and contribute to blog content as needed.

Communication & Outreach:

Collaborate with marketing staff to promote events by the local distribution of flyers and attending in person events (such as the Sisters Outdoor Quilt Show), social media, online calendars, and local publications.

Email participants with event details, provide follow-up communications, and distribute post-event surveys.

Minimum Qualifications

Bachelor’s degree or equivalent experience in the arts, humanities, or a related field.

1–2 years of customer service, hospitality, or event coordination experience.

Strong interest in the arts and humanities and their intersection with community life.

Exceptional organizational skills and attention to detail.

Strong verbal and written communication skills.

Physical ability to lift up to 30 lbs. and set up event spaces (e.g., tables and chairs).

Proficiency with Microsoft Office, Google Suite, and online tools.

Flexibility to work evenings, weekends, and outside typical office hours.

Self-motivated, team-oriented individual with a warm and welcoming demeanor.

Personal qualities of honesty, transparency, integrity, credibility, and a commitment to and passion for PMRCAA and the Roundhouse Foundation mission.

Desired Qualifications

Relationships with communities and/or non-profits in rural Oregon.

Understanding of Indigenous cultures and Inter-Tribal relationships across the Pacific Northwest

Lived rural experience.

Multi-lingual: Spanish is preferred.

Compensation

This is a non-exempt, full-time, seasonal/temporary position. Position compensation is $17-$20/hour DOE.

Background check & Drug Testing

We are a community-centered organization, and all our staff conduct significant outreach to schools, social service centers, and other partner organizations. In addition, our facility (which houses both Roundhouse Foundation main offices and Pine Meadow Ranch Center for Arts & Agriculture) is a drug-free workplace. PMRCAA is a working ranch with safety-sensitive positions that would be dangerous if performed under the influence of drugs or alcohol. Roundhouse Foundation requires all new staff members to satisfactorily pass a background check, driving record check and pre-employment drug screen for the safety of employees, community partners and visitors. Therefore, employment is contingent upon successful completion of a pre-employment drug screen, background and driving record check. All employees may be subject to reasonable suspicion drug and alcohol testing.

Mandatory COVID Vaccine Policy

To provide and maintain a safe workplace, effective October 2021 Roundhouse Foundation will require all new hires to provide proof of vaccination to the RHF HR Office. This policy is to safeguard the health of our employees and their families, our clients and visitors, and the community at large from COVID-19. Except as provided by state law, all employees are required to receive COVID-19 vaccinations as a condition of employment unless a reasonable accommodation is approved. A full copy of the policy can be provided upon request.

Nondiscrimination Statement

Our policies and practices provide equal opportunity to all qualified individuals in leadership, staffing and service, regardless of race, ethnicity, national origin, citizenship status, gender, gender identity, sexual orientation, disability, age, religion, and any status protected by law.