Event Logistics Assistant

: Description:

Department: Events & Hospitality

Job Status: Full-time, hourly

FLSA Status: Non-Exempt

Reports To: Event Logistics Coordinator, Director of Events & Hospitality

Work Schedule: Typical duty day is from 8am-5pm, M-F. Occasionally, the workday may include early mornings, evenings, weekends, or holidays. These instances are forecasted and coordinated prior to scheduling.

Amount of Travel Required: Minimal

Position Summary

The Event Logistics Assistant supports the Events & Hospitality Logistics Coordinator in serving as a point of contact for the scheduling, planning, organization, and management of events that take place on the Benedictine College campus. Supports internal and external groups who utilize any college facility for an event. Helps to ensure college facilities are properly set-up and equipped for each event, the event is staffed accordingly, and monitor the logistics of these events.

The Events Assistant should have a love for special events, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers. Must have excellent communication skills, attention to aesthetic detail, understanding of Benedictine hospitality, be able to multitask, think creatively, think on their feet, and troubleshoot problems.

The Events Assistant must be able to anticipate event needs, discern work priorities, and meet deadlines with little supervision. Responsible for coordinating the set-up of campus spaces for events including coordination with other departments to ensure tables, chairs, staging, and other event specific needs are met. Assists in responding to requests of internal and external groups utilizing College facilities including being physically present on campus before, during, and after select events.

The Events Assistant will also assist the Event Logistics Coordinator in preparing and hosting guests on campus during the summer. They will assist in managing reservations and meeting the various hospitality needs of guests across campus.

Requirements:

Essential Functions

1. Event Planning

• Review and complete Event Request Forms submitted by internal groups
• Manage all internal summer campus events in the facility usage event management system, (EMS)
• Update campus room usage schedules
• Provide assistance and information to faculty, staff, and students regarding facility use and capabilities
• Maintain contact with internal clients via telephone, e-mail / written correspondence, or personal meetings
• Aggressively gather necessary information on each event to achieve quality results

2. Event Set-up

• Assist coordinator by creating and revising room layouts for each event as needed and communicating layout requests with the Event Design Assistant
• Finalize event requirements including coordination of internal and external service providers, such as housekeeping, security, food service, etc.
• Assist coordinator with collaboration between Events Team and AV/IT Teams for usage of audio-visual equipment and other IT requests
• Assist coordinator with creating housing assignments and maintain accurate occupancy records for summer conferencing event groups
• Provide hotel level service for overnight summer conferencing guests
• Assist coordinator with the organization, distribution, and collection all summer residence hall room keys
• Inspect residence halls and other meeting areas used by guests before and after each event
• Coordinate physical maintenance of event spaces as required, including cleanliness and furniture setups
• Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
• Provide support for the Event Design Assistant on quick turn arounds and large-scale setups, such as concerts, career fairs, Masses, banquets, and other campus events (this may require early-morning work, as needed, depending on the event)

3. Event Management / Follow-up

• Enforce applicable college regulations and policies
• Make or arrange for last minute adjustments in room or equipment setup
• Attend events to act as the “runner,” facilitating logistics, and responding to last minute requests, emergencies, problems, etc.
• Ensure all aspects of events are implemented and controlled according to plans
• Manage on-site production and clean up for events
• Ensure facilities are returned to their original condition
• Perform surveys to evaluate customer satisfaction

4. Billing / Budget Management

• Support the Event Logistics Coordinator in assessing losses and damage charges after each event or group visit

5. Administrative Tasks

• Maintain inventory of department equipment
• Maintain the Events Master sheet to be communicated with Operations, Security, Marketing, and A/V
• Create weekly Events Management Meeting agendas to be sent out to attendees
• Maintain the Event Design Assistant's calendar, orchestrating all event set-ups, pick-ups, and drop-offs (including Operations as needed for complex setup needs)
• Other duties as assigned.

Position Qualifications

Competency Statements

• Accountability - Accountability looks at the extent to which an individual is willing to accept responsibility.
• Accurate - Accuracy looks at the extent to which an individual's work is correct and error free within company policies and guidelines
• Customer Oriented - Customer orientation implies a desire to serve both external and internal clients by focusing effort on meeting the client's needs, understanding their concerns, and seeking to build trust.
• Detail Oriented - Detail orientation looks at the ability of the individual to pay meticulous attention to all aspects of a situation or task, no matter how small or seemingly unimportant. This competency asks the question “How well do you?”
• Organized - Organizational skills looks at the ability of the individual to be structured and methodical in working skills. This competency asks the question “Is your working style neat and disciplined?”
• Time Management - Time management skills look at the ability of the individual to effectively utilize available time for the completion of necessary job tasks.
• Working Under Pressure -Working under pressure looks at the ability of the individual to maintain composure when exposed to stress.
• Computer Skills - Candidate must be proficient with Microsoft Word, Excel, PowerPoint, and Outlook. Must possess the aptitude to learn new computer software programs.

Education

College degree preferred, with an emphasis in public relations, marketing, management, or event coordination. (practical experience or tested experience may count)

High school diploma required.

Physical Demands

Physical Abilities

Stand F

Walk F

Sit F

Handling / Fingering F

Reach Outward O

Reach Above Shoulder O

Climb O

Crawl O

Squat or Kneel O

Bend O

Push/Pull

12 lbs or less F

13-25 lbs O

26-40 lbs O

41-100 lbs O

Lift /Carry

10 lbs or less F

11-20 lbs F

21-50 lbs O

51-100 lbs O

Over 100 lbs N

EOE