Part-Time Rentals Assistant; Seasonal

About the Organization Japan Society is the premier organization connecting Japanese culture, business, and society with audiences
in New York and around the world through innovative programs in arts and culture, public policy, business,
sustainability, and education, online and on-site at our headquarters in a landmarked New York City building.
Since 1907, our mission has been to promote mutual understanding and kizuna - forging deep connections
- between the U.S. and Japan, by convening critical conversations, championing future creators, and serving as
a trusted guide to the abundance of Japan. We are committed to strengthening connections within our
community and building new bridges beyond

Description

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.

• 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.

• 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 Society’s facilities are utilized in accordance with contract terms and safety protocols.

• Bachelor’s degree required. 1–2 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 Raiser’s 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.

This is a seasonal, part-time position paying $30 per hour. The role runs from March 2026 through August 2026 with an expected commitment of 15–20 hours per week.

This position is currently accepting applications.