Event Associate - PT

Description

This is an evening part-time, hourly position responsible for ensuring that the details of every event, including weddings, corporate and social, are accomplished as promised to the facility rental client.  Event Staff will provide support for the Event department while maintaining the Museum’s Policies and Procedures are adhered to during set up, breakdown, and event execution. Staff is responsible for excellent customer service and ensuring guest’s satisfaction, assisting with way-finding, Museum Exhibit Halls, and other areas within the Museum for guests. The event client will be introduced to Team Leads as a point of contact during an event by the Event Manager. Team Leads will lead operations and communication with internal museum staff and external vendors during an event and are supported by other Event Staff.  All staff members will have an overall understanding of each event and provide direction when necessary. Event Staff will be expected to display a high level of enthusiasm and keep customer service foremost in their mind.

General Essential Duties & Responsibilities

• Present self in a professional manner
• Provide a high level of customer service
• Meet and greet guests at the appropriate location and time according to event details
• Communicate the schedule, content and expectations of each event with the client and Event Service Staff
• Effectively communicate with Events staff via radio when necessary to keep flow of visitors organized
• Be present in the event area throughout the rental time, including load in and load out
• Ensure that all promised components of the event are occurring in a timely manner
• Assist guests in any way possible
• Work to maintain the highest quality standard for facility rentals
• Work cooperatively with Catering company
• Work cooperatively with multiple museum departments including, but not limited to Operations, Housekeeping, Facilities and Security
• Communicate needs and concerns regarding the facility rentals to Events Manager
• Other duties as assigned

Detailed Event Set Up Duties and Responsibilities:

• Review Function Form and Floorplans prior to scheduled shift start time
• Placement of designated signage throughout museum and parking lot for event
• Removal of internal signage not appropriate for private events
• Seeing all guests exit the building safely without event interference
• Help vendors understand their duties when entering the museum via the dock and museum
• Effectively communicate with museum departments via radio when necessary to keep flow of visitors organized
• Communicate the schedule, content and expectations of each event with the client and Event Service Staff

Duration of the event:

• Check with vendors throughout that they are aware of timeline and set up
• Ensure guests are respectful of the museum’s Covid-19 policy upon arrival
• Attend to the client/planner for any needs
• Communicate with guests for wayfinding during the event
• Help retrieve elevators in a kind and effective manner
• Roam the event to help clean and clear any discarded food, beverage or trash
• Ensure that all promised components of the event are occurring in a timely manner

Event Breakdown:

• See that all guests have vacated the museum after event end time
• Assist vendors and client know where and how to load out
• Keep a detailed eye out for any damage to museum/exhibits, broken glass or items left behind
• Return signage to designated areas for museum reopening   

Qualifications

Qualifications

• Previous experience in events, customer service, or similar background required

• Outstanding interpersonal skills and ability to interface at all levels

• Access to working phone and ability to regularly check the company-appointed email used as an immediate form of communication

• Capable of working 10-15 evening hours per week, including weekends and holidays

• Maintain a neat, professional appearance

• Must be able follow direction and perform assigned duties without immediate direct supervision

• Must be able to work closely with others in a team-oriented, fast-paced environment

Essential Physical Requirement

• While performing the duties of this job, the employee is regularly required to stand for extended periods of time; use hands to touch, handle, or feel; reach with hands and arms; talk and hear

• The employee frequently is required to walk

• The employee must occasionally lift and/or move up to 25 pounds

• Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus