Event Support Expert

Job Description

Our jobs aren't just about setting up tables and chairs for our guests to use during a reception or meeting. Instead, we want to create an atmosphere that is memorable and unique. Our Event Support Experts take the initiative and deliver a wide range of services that allow our events to go off without a hitch. Whether setting up and breaking down materials, transporting supplies, stocking conference rooms, organizing furniture storage rooms, or anything in between, the Event Support Expert plays a key role in making our events run flawlessly.

No matter what position you are in, there are a few things that are critical to success creating a safe workplace, following company policies and procedures, upholding quality standards, and ensuring your uniform, personal appearance, and communications are professional. Event Support Experts will be on their feet and moving around (stand, sit, or walk for an extended time) and taking a hands-on approach to work (move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance and objects weighing in excess of 75 pounds with assistance). Doing all these things well (and other reasonable job duties as requested) is critical to get it right for our guests and our business each and every time.

CRITICAL TASKS

MPR & Event Space Set-up

• Work with Event Specialist Team Members to set up meeting and events spaces per client specifications outlined in meeting notes and floor plan diagrams.
• Assist in supplying and setting up any special event equipment, such as staging, white boards, flip charts, and soft seating for events as required by the event requirements.
• Ensure that all furniture is in good condition and working order and aligned properly in the space prior to client arrival.
• Participate in weekly planning meetings to identify the optimal timing for flipping rooms and setting up event needs in the MIHQ Multi-Purpose Rooms, public event spaces, and in the 21st floor Associate Growth & Learning Center.
• Follow pre-event set-up check lists to ensure that all steps are followed prior to the client arrival for an event.
• Coordinate your Event Expert functions, concurrently, when possible, with other HQ support groups (AV, Catering, Engineering, Housekeeping, and Security) to ensure smooth workflow and event readiness. Assist support groups when possible if available.
• Remain flexible and accommodating if timing changes impact the agreed upon schedule or if room requirements are changed by client day of.
• Report any issues with set-up immediately to a Workplace Services Specialist or Manager.
• Ensure any furniture and moving equipment not belonging in a meeting space or event area is properly stowed in storage room and pre-function areas are orderly and ready to receive attendees.

Post Event Breakdown/Room Flip

• Follow schedule to find optimal time to break-down, remove, and secure equipment and related equipment, devices, and systems promptly following an event if possible.
• Reset tables and chairs according to type of event that is scheduled next in the space, if possible, including power requirements, table connectors are secure, excess wires are properly secured out of sight in table tray, and ensuring all supplies meet quality standards.
• Remove and neatly stow any special meeting/event signage or additional equipment such as stanchions and coat racks to the proper storage areas.
• Maintain cleanliness of work areas throughout the day, practicing clean-as-you-go procedures to minimize workload at the end of an event including organizing storage rooms and returning furniture to proper floors/areas when taken.
• Perform other reasonable duties as requested.

Closing

• Complete closing duties, including storing all reusable goods, breaking down goods, stowing all equipment and areas, returning equipment to proper locations, restocking items, turning off lights, locking doors, and completing daily cleaning checklist.
• Secure Workplace Services storage areas.
• Check with Workplace Services Specialist or Manager before leaving after a shift.

Safety and Security

• Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor.
• Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.
• Identify and correct unsafe work procedures or conditions and/or report them to management and security/safety personnel.
• Use proper equipment, wear appropriate personal protective clothing (PPE), and employ correct lifting procedures, as necessary, to avoid injury.
• Follow policies and procedures for the safe operation and storage of tools, equipment, and machines.
• Report any damage to facility or equipment immediately to Workplace Services Specialist or Manager.

Policies and Procedures

• Protect the privacy and security of guests and coworkers.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
• Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
• Maintain confidentiality of proprietary materials and information.
• Comply with quality assurance expectations and standards.
• Perform other reasonable job duties as requested by Workplace Services Specialist or Manager.

Guest Relations

• When interacting with Clients or meeting/event attendees, welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible; thank guests with genuine appreciation and provide a fond farewell.
• Address guests' service needs in a professional, positive, and timely manner.
• Assist other employees to ensure proper coverage and prompt guest service.
• Respond to and try to fulfill any special event arrangements requested by a guest and elevate to a Workplace Services Specialist if unable to assist.
• Assist and instruct guests/customers regarding proper usage and operation of AV or other equipment - refer politely to the proper support group or resource if unable.

Communication

• Talk with and listen to other employees to effectively exchange information.
• Provide assistance to coworkers, ensuring they understand their tasks.
• Communicate with guests, other employees, or departments to ensure guest needs are met.
• Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.

Working with Others

• Support all co-workers and treat them with dignity and respect.
• Be able to work successfully both independently with minimal supervision and as part of a team.

Physical Tasks

• Read and visually verify information in a variety of formats (e.g., small print).
• Stand, sit, or walk for an extended period of time or for an entire work shift.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance and objects weighing in excess of 75 pounds with assistance.
• Grasp, turn, and manipulate objects of varying size and weight, requiring fine motor skills and hand-eye coordination.
• Move over sloping, uneven, or slippery surfaces.
• Move up and down stairs, elevators, and/or service ramps.
• Reach overhead and below the knees, including bending, twisting, pulling, and stooping.

CRITICAL COMPETENCIES

Interpersonal Skills

• Teamwork
• Customer Service Orientation

Interpersonal Skills Physical Abilities

• Physical Strength
• Proper Lifting Techniques
• Stamina

Personal Attributes

• Dependability
• Positive Demeanor
• Presentation
• Integrity
• Safety Orientation
• Adaptability/Flexibility
• Stress Tolerance

Communications

• English Language Proficiency
• Listening

PREFERRED QUALIFICATIONS

Education

• High school diploma/G.E.D. equivalent

Related Work Experience

• Less than 1 year related work experience

Supervisory Experience