Volunteer Artful Evening Auction Assistant - 2019

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Department: Development
Classification: Unpaid volunteer
Reports to: Development Manager
Hours per week: 10 - 15 per week, and 15-20 in the three weeks leading up to auction.
Date(s) required: Week of June 17th & 23rd; June 29th, 2019 (auction date)
Time period: November - July
Compensation: Experience (course credit) only with stipend

Bellevue Arts Museum is looking for a volunteer to join our team and learn the ropes of supporting our annual auction, Artful Evening. This volunteer should expect to be involved in multiple aspects of the event execution and commit to a weekly schedule, with required time the three weeks prior to event date. The benefits to the volunteer include working with a professional and experienced team, dedicated committee members, artists, and art enthusiasts who care deeply about the Museum and their community. In return the volunteer should bring essential skills to this position including: excellent communication skills, attention to detail, the ability to work independently, exemplary organization skills, available to work some evenings, and an interest in the arts.

Responsibilities

• Work closely with and assist Development Team in securing and tracking auction items using Excel and Auction Maestro database.
• Solicit smaller auction items and experiences from local companies.
• Organize data relating to the intake, cataloging, and tracking of the art pieces donated.
• Maintain an accurate auction item binder for the Museum.
• Support event manager with confirming all information for each auction item has been received.
• Communicate with auction donors and artists to obtain item information and help coordinate delivery.
• Organize the storage of the donations until they are moved for the auction.
• Examine and unpack delicate art objects.
• Assist in authoring and coordinating written item descriptions for the catalogue.
• Assist in proofing the catalogue to ensure all records match.
• Help coordinate proofing and production process for Silent Auction collateral.
• Assist with auction set-up the two weeks prior to, day before, and day of the auction.
• Assist with creation and assembly of event materials (auction forms, auction packets, etc.).
• Take lead on ensuring the day of auction is in the correct order, all signage for items and experiences are correct.
• Work the night of the auction in various support roles primarily as auction lead and check out lead.
• Perform research to obtain biographical information on some of the artists that donate to the Live auction.
• Other duties as asked.

Preferred Skills

• Excellent organizational skills and attention to detail are critically important
• Good interpersonal, written, and verbal communication skills and comfort making calls to request small donation items/experiences.
• Needs to be able to work independently with minimal supervision
• Knowledge of or ability to learn online database management system (Auction Maestro)
• Strong self-motivation and problem-solving approach
• Professional and superb written and oral communication skills

To apply: Submit cover letter and résumé to Danielle Samuel, danielles@bellevuearts.org. No phone calls, please.
Deadline: Open until filled.