Event Specialist

The Event Specialist supports the planning, coordination, execution, and closeout of events hosted within Innovation Hall. This position serves as a key on-site contact for clients, vendors, guests, and event attendees, helping ensure that event logistics, room setups, technology needs, building readiness, and service expectations are carried out smoothly and professionally. The role is externally focused and is responsible for contributing to a welcoming, organized, and seamless event experience from preparation through completion. Serve as the primary on-site contact for clients, vendors, guests, and event attendees during assigned events, promoting a professional, responsive, and welcoming event experience. Coordinate event logistics before, during, and after events, including room setup, event timing, vendor arrival, guest flow, building access, event closeout, and related operational details. Review event details, booking notes, layouts, rental needs, equipment requirements and client expectations to ensure event spaces are prepared accurately and on schedule. Set up, adjust, and reset event spaces, including tables, chairs, basic AV equipment, and other event-related materials. Support basic event technology needs, including screens, microphones, speakers, presentation connections, and routine troubleshooting of common AV issues. Communicate with clients and vendors regarding event‑day needs, building guidelines, timelines, room access, service expectations, and operational requirements. Monitor events while in progress to identify and address client needs, facility concerns, guest issues, setup adjustments, service interruptions, or other event‑related matters. Complete event closeout responsibilities, including resetting spaces, checking for damages, documenting concerns, securing event areas, and escalating follow‑up needs to the Hospitality & Event Manager. Maintain cleanliness, organization, and readiness of event spaces, storage areas, furniture, supplies, and equipment. Participate in event walkthroughs, client meetings, and pre‑event planning discussions as needed. Report damaged, missing, or needed equipment, furniture, signage, supplies, or materials to the Hospitality & Event Manager. Support internal events, district events, and partner programming hosted in Innovation Hall. Provide timely updates to the Hospitality & Event Manager regarding client feedback, incident notes, damages, operational concerns, and follow‑up items. Perform other related duties as assigned to support event operations, guest experience, and Innovation Hall readiness. Competency Statements Customer Service and Hospitality: Provides a welcoming, professional, and responsive experience for clients, vendors, guests, and event attendees. Communication: Clearly communicates event details, expectations, building guidelines, timelines, and follow‑up needs with clients, vendors, guests, and team members. Problem‑Solving and Adaptability: Responds quickly and professionally to changing event needs, client requests, technical issues, set‑up changes, and unexpected challenges. Attention to Detail: Accurately prepares event spaces, reviews event notes, tracks equipment and supplies, documents concerns, and supports successful execution of event expectations. Basic Technology and AV Support: Assists with common event technology needs, including displays, microphones, speakers, presentation connections, and related equipment. Professional Judgment and Composure: Remains calm, courteous, and solution‑oriented while interacting with clients, guests, vendors, and team members in active or high‑pressure event environments. Time Management and Prioritization: Manages multiple event needs, room turns, deadlines, set‑up timelines, vendor coordination, and competing requests in an active venue environment. Organization: Maintains event spaces, storage areas, furniture, supplies, and equipment in a clean, orderly, and event‑ready condition. Supervisory Responsibility This position does not have direct supervisory responsibility. Position Type and Expected Hours of Work This position works on site. Work hours are based on business and event needs and may vary depending on the event calendar, client needs, set‑up and close‑out requirements, and Innovation Hall operations. Evening, weekend, or adjusted hours may be required to support scheduled events. Required Minimum Job Qualifications, Experience, Education, and Training Education: Associate degree required. Relevant coursework, experience in events, hospitality, customer service, event management, or related fields may be considered. Experience: One to three years of relevant experience required. Experience may include event assistant, guest experience assistant, hospitality assistant, customer service, administrative event support, venue support, or other related assistant‑level roles. Skills and Abilities: Strong customer service and hospitality skills. Ability to communicate professionally with clients, vendors, guests, and internal team members. Ability to review and follow event notes, layouts, timelines, room setup instructions, and client expectations. Ability to support room setups, room resets, guest flow, vendor access, and event closeout. Basic knowledge of event technology or willingness to learn common AV setup and troubleshooting procedures. Ability to remain organized, calm, and professional in an active event environment. Ability to document event updates, operational issues, client needs, and follow‑up items. Ability to use or learn Microsoft Office Suite, Planning Pod, AV equipment, office equipment, furniture, storage equipment, and related event supplies. Preferred Job Qualifications, Experience, Education, and Training Experience: One to three years of related event, hospitality, venue operations, customer service, or guest experience work experience preferred. Preferred Skills Prior experience supporting meetings, events, client programs, or venue operations. Familiarity with event management software, such as Planning Pod. Experience with basic AV equipment, presentation connections, microphones, speakers, and displays. Experience working directly with external clients, vendors, guests, or event attendees. Ability to support multiple events, timelines, and set‑up changes in a fast‑paced environment. #J-18808-Ljbffr