HR - Associate Engagement & Event Coordinator

Summary:

The Event Planner is responsible for planning, organizing, and executing various events and Associate functions throughout the year. The internal and external events are used to promote Associate engagement, assist with recruitment and retention, and support Club culture. Will support our Recruitment efforts in attracting top talent by attending college job fairs. Will work closely with Staff Housing to plan and coordinate off-property trips and excursions. The role requires a creative and organized individual who manages multiple projects simultaneously, works collaboratively with cross-departmental teams, and ensures events run smoothly from inception to completion.

Essential Duties and Responsibilities:

In addition to the following duties and responsibilities, other duties may be assigned.

• Develop, design, and implement meaningful Associate recognition functions, programs, and events. Evaluate those programs and make adjustments as necessary.
• Coordinate market and execute associate activities in conjunction with the Associate Housing department as well as for Associates who do not reside on property.
• Assist in the preparation/organization and distribution of materials for meetings and events.
• With other members of the HR team, contribute to Club and Associate communication efforts including, maintaining bulletin boards, attending line-ups and meetings, updating social media as appropriate and other communications responsibilities.
• Coordinate market and, as needed, provide off-property transportation for Associates and Associate excursions.
• Assist with Front Desk daily tasks when scheduling allows. 
• Answer calls, relay messages and support the HR Team as necessary.
• Provide desk coverage when necessary.
• Greet associates, applicants, members, guests, and clients in a friendly professional manner.

·        Maintain office organization.

• Compose and type routine, technical, and confidential information.
• Organize, implement, and complete projects assigned by HR managers.
• File & shred documents as needed.
• Answer incoming calls for 5 telephone lines.
• Work with the Associate Transportation Assistant Manager to ensure all communication in Bulletin Boards is current.
• Utilize internal communication platforms (email, intranet, social media, Zingle) to promote events and ensure high participation
• Work with Communications team to compile material for the Reef Review on a monthly basis
• Annually collaborate with department heads to create and distribute an Associate Summer Benefits Guide
• Annually collaborate with the Communications Team to compile materials for the Associate Yearbook. Assist with ordering, distribution, and promotion of the yearbook once published.
• Foster relationships with key contacts at colleges and universities, hospitality schools, and collegiate CMAA chapters
• Research and strategize industry and community events and coordinate attendance as well as other high-visibility opportunities to advertise ORC and employment opportunities
• Collaborate with the Director of Recruitment & Retention and the Communications team to design and order updated recruitment displays, supplies, and giveaways as necessary
• Attend select college job fairs as assigned by the Director of Recruitment & Retention

Specific Job Knowledge, Skill and Ability

• High degree of confidentiality.
•  Ability to work under pressure and meet strict deadlines.
•  Must be able to multi-task and work independently.
•  Ability to effectively deal with Associates and applicants, some of whom require a high level of patience, tact and diplomacy.
• Ability to defuse conflict and deescalate.
• Collect accurate information and be detail oriented.
•  Basic EEOC and Employment laws knowledge.
• Excellent communication and interpersonal skills.
• Type at least 45 wpm plus comprehensive knowledge of MS Office Suite.
• Flexible hours when requested – this position frequently requires attendance at events and functions outside normal working hours. Must be willing and able to work in varying weather conditions, weekends, holidays and outside a traditional 9-5 schedule when required.
• This position may require travel at times.

Education and/or Experience                                                   

Any combination of education and experience equivalent to graduation from High School or any combination of education, training or experience that proves the required knowledge, skills and abilities. College degree preferred. Previous Human Resource and Hospitality experience preferred.

Language Skills                                                

Excellent command of the English language in verbal communication, writing and speaking.  Must be able to comprehend the English language in order to effectively communicate with co-workers and fully understand job assignments.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sample physical requirements might include:

                                   - Must be able to stand for long periods of time.

                                   - Must be able to lift and carry up to 50 pounds.

                                   - Must be able to sit for long periods of time.

                                   - Must be able to climb stairs and walk in uneven terrain.

                                   - Must be able to reach above, squat, bend, twist and lift.           

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.    

Regular attendance in conformance with the standards, which may be established by Ocean Reef Club from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry and report deadlines, associate may be required to work varying schedules to meet the business needs of the Club and report deadlines.

Proper grooming is required by all associates and is described in detail in the Associates Handbook. Associates should review this policy and make sure that at all times they present themselves for shifts looking clean, neat and professional. 

As a condition of employment, all associates agree to fully comply with Ocean Reef Club rules and regulations for the safe and efficient operation of Club facilities. Associates who violate Club rules and regulations will be subject to disciplinary action, up to and including termination of employment. If you have any questions or doubts you should seek clarification from your supervisor.

Job descriptions are not intended and should not be construed to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the requirements of the job, management must reserve the right to add or remove duties from particular jobs when circumstances (e.g. emergencies, change is workload, rush jobs or technological developments) dictate.