What are the responsibilities and job description for the Event Concierge position at West40 Intermediate Service Center #2?
Job Title: Event Concierge
Department: Experiences
Reports To: Champion of Experiences
Location: West40 Main Office & Event Sites
Position Overview:
The Event Concierge blends hospitality with event coordination, ensuring the successful execution of events. The ideal candidate will manage all aspects of logistics to create a consistent and memorable guest experience aligned with West40's brand values from planning, setup, execution, and follow-up.
Key Responsibilities:
Event Experience Execution:
- Execute events to create experiences that embody West40’s mission, fostering positive and forward-thinking engagement, promoting connections, inspiring dialogue, and reflecting West40’s commitment to inclusivity.
- Collaborate with departments to understand event objectives, and assist respective departments’ administrative assistants in logistics, venue, scheduling, and provisions.
- Maintain clear and proactive communication across teams and stakeholders.
Logistical Coordination:
- Orchestrate event logistics across departments and stakeholders in partnership with department administrative assistants
- Partner with Facilities and IT teams to manage equipment and ensure all setup and technical needs are met.
- Maintain inventory of event supplies and equipment, ensuring availability, organization, and proper return of borrowed provisions.
- Assist departments and/or department administrative assistants in developing event schedules, setting up registration, invitations, and speaker coordination.
- Create a centralized system for event coordination and management and train department administrative assistants in its coordinated use.
Food & Beverage Management:
- Works with the department contact to plan menus and order catering, accommodating dietary preferences and ensuring quality service.
- Coordinate timely delivery and setup of food and beverages, reflecting West40’s high standards.
- Assist each department in ensuring proper cleanup after events, including removing leftover food, packing up supplies, and restoring the space to its original condition.
Vendor & Budget Management:
- Build and maintain relationships with local vendors to foster collaboration and support community building.
- Adhere to event budgets, ensuring cost-effective execution.
- Identify opportunities for time and cost efficiencies without compromising quality.
Compliance & Safety
- Ensure all events comply with health and safety standards, prioritizing the well-being of staff and attendees.
- Address and resolve issues during events to maintain a safe and welcoming environment.
Outcomes & Continuous Improvement:
- Incorporate participant feedback to improve and innovate future events.
- Evaluate event impact and gather insights to enhance future programming.
Preferred Qualifications:
- Experience in educational or nonprofit event settings.
- Creative mindset to develop engaging and outcomes-focused experiences.
- Physical capability to assist with lifting and moving equipment or supplies.
Qualifications:
- Experience in event planning, hospitality, or coordination, preferred
- Strong organizational and multitasking skills with exceptional attention to detail.
- Excellent communication and interpersonal skills, aligned with West40’s mission of fostering supportive and collaborative environments.
- Familiarity with budgeting, vendor management, and event management.
- Ability to work flexible hours, including early mornings, evenings, and weekends as needed.
Why Join West40?
This role offers the opportunity to design and execute events that directly support West40’s mission of empowering educational communities. If you are passionate about creating memorable, impactful experiences while fostering collaboration and connection, we invite you to be part of our team.
Job Type: Full-time
Pay: From $43,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Free parking
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Evenings as needed
- Monday to Friday
- Weekends as needed
- Year round work
Work Location: In person
Salary : $43,000