Overview

Japan Society seeks a detail-oriented and proactive Part-Time Rentals Assistant to support the venue rentals department during its highest-volume season (March through August). This role is critical in managing the administrative lifecycle of inquiries surrounding the Annual Dinner and UNGA (United Nations General Assembly) week. The Assistant will serve as the primary point of contact for standard inquiries and provide essential onsite support to ensure seamless event execution.

Key Responsibilities

Administrative & Operational Support

• Serve as the first point of contact for the rentals inbox; respond to standard inquiries promptly and distribute rate sheets to prospective clients.
• Coordinate and confirm site visits for potential rental clients, aligning with internal facility calendars.
• Draft rental contracts using established templates; track and collect all required documentation, including Certificates of Insurance (COIs), run-of-shows, and floor plans.
• Maintain the master rental calendar to ensure accuracy across departments and prevent booking conflicts.
• Prepare rental invoices; track deposits and outstanding balances to ensure timely payment processing.

On-Site Coordination

• Provide onsite support during rental events, managing client check-ins and serving as the primary liaison for external vendors.
• Assist in ensuring that the “run of show” is followed and that Japan Societys facilities are utilized in accordance with contract terms and safety protocols.

Qualifications

• Bachelors degree required. 12 years of experience in administrative support, event coordination, or hospitality a plus.
• Proficiency in Microsoft Office Suite (Excel, Word) and experience with calendar management software. Familiarity with Raisers Edge or similar CRM databases is a plus.
• Exceptional written and verbal communication skills with a focus on high-touch customer service.
• A detail-oriented approach to documentation, ensuring contracts and COIs are managed with zero-error tolerance.
• Ability to work a variable schedule, including occasional evenings or weekends based on the event calendar.
• A strong interest in Japanese culture and the NYC arts/non-profit landscape.