Butterfly House, Events Assistant

This is a part-time position working 20 hours per week. Must have the ability to work evenings, weekends and holidays.

Summary:

This position is responsible for assisting with Butterfly House events, including but not limited to weddings, celebrations, corporate rentals, and public events. This position will coordinate episodic volunteers, including recruitment, orientation, and placement. Assists with administrative tasks of intern recruitment and orientation. Works closely with Butterfly House staff, vendors, clients, various Garden divisions, volunteers, and interns ensuring a great guest experience.

Essential Duties and Responsibilities:

• Assists in the facilitation of private and public events for adults, children, and families.
• Setup and breakdown of tables, chairs and décor for events.
• Assists Manager, Visitor Operations and/or Events Team with BH volunteers; may include recruiting, placing, and orienting volunteers in support of Butterfly House events.
• Works closely with the Butterfly House's Visitor Operations Manager and the Garden Volunteer Program Office to align processes in volunteer recruitment, interviewing, placement, and onboarding efforts for new volunteers as well as the recognition and support of existing volunteers.
• Assists in the recruitment and orientation of Butterfly House interns.
• Supports volunteer and events data management and reporting, as needed.
• Will interface with event clients, vendors, Garden staff, volunteers and interns.
• Assist Butterfly House staff, with other event and volunteer program related tasks.
• Uses Tessitura (CRM) to create constituent records and process transactions to support events and visitor operations.
• Assist with event client tours, volunteer inquiries, and general information phone calls.
• Provide guests with information at the entrance and exit of the Conservatory, as needed.
• Assist with opening and closing duties.
• Meets expected attendance guidelines.
• Follows and adheres to established policies and procedures, including but not limited to Employee Handbook, Garden Safety Guidelines and Department Policies.
• Behaves & communicates in a manner that promotes and fosters a culture of teamwork, cooperation, and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others.
• Performs other duties as assigned.

Supervisory Responsibilities: None

Core Competencies

• Communication: Combines listening skills, verbal and written communication skills and visitor relation skills.
• Collaboration: Incorporates teamwork, mutual respect, active engagement, cooperation and visitor focus.
• Accountability: Initiative to take ownership of responsibilities, the ability to prioritize and the working knowledge and skills to take action.
• Problem Solving: Blends problem solving skills, judgement and decision-making skills along with creativity and resourcefulness.
• Stewardship: Merges the practical application of the Garden values and support for a positive organizational climate.

Qualifications/Experience:

• Minimum of (1) years' relative experience assisting with public or private events.
• Previous guest relations/customer service and working with volunteers' experience; ability to effectively manage and foster professional working relationships
• Teaching and/or facilitation of activities for young children.

• Knowledge and/or willingness to learn about sustainability issues, practices, products and services.
• Highly visitor-oriented and experience working with the public required.
• Must be a self-starter, creative, flexible, and possess the ability to effectively multi-task
• Demonstrated ability to work collaboratively with internal team members and external organizations for the purposes of creating a commitment to common goals, prioritizing, minimizing obstacles, and executing realistic priorities in a sophisticated environment.
• Environment is fast-paced, and change is constant; individual must demonstrate highest level of professional and ethical conduct, maintain confidentiality; and possess the ability to remain calm and in control throughout all phases of the event management cycle is required.
• Scheduling flexibility that allows working weekends, evenings, and holidays is required.
• Exceptional ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner, answering questions.
• Ability to be comfortable working with and/or handling a variety of invertebrates, including butterflies, cockroaches and arachnids.
• Working knowledge of audio/visual needs.
• The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date. The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines. When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required
• The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

• High School diploma or equivalent required.
• An equivalent combination of skills, education and experience may be considered.

Computer Skills:

• Proficient experience using Microsoft Office suite (i.e., Outlook, Excel, Word,)

Other Skills and Abilities: None.

Language Skills:

• Ability to communicate effectively in English (verbal and written).

Mathematical Skills: Basic math skills needed to support point of sale (POS) include addition, subtraction, multiplication, and division to accurately calculate the total cost of items, handle discounts, calculate change, and process payments.

Reasoning Ability:

• Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.

Certificates, Licenses, Registrations:

• Willingness to obtain and maintain CPR/First Aid certification.

Physical Demands:

• Ability to lift 30-50 lbs. (i.e.: load, unload and move supplies and equipment, set up and teardown of table, chairs and exhibits)
• May be required to perform tasks at varying heights (i.e.: use step stools, climb ladders, etc.)
• Requires standing, walking, bending, stooping and reaching for extended periods of time - 75% or more of the workday many be standing on feet.
• Requires speaking and interaction with people.
• Ability and willingness to work in varying temperatures and all weather conditions, in both daylight and evening hours.
• Ability to utilize computer keyboard (typing).

Work Environment:

• Comfortable working in immediate proximity to general public, in a safe and friendly manner, answering general questions regarding the Butterfly House and MBG's operations, events, facilities, etc. and elementary questions regarding butterflies and other insects.
• Comfortable working with invertebrates (including insects, arachnids, and arthropods).
• Ability to work in a fast-paced, team-oriented environment.
• Indoor open office setting, shared by multiple staff.
• May be require working indoors and outdoors throughout the day in all seasons - (i.e.: in temperatures over 100 degrees F, as well as temperatures below 0 degrees F, in rain, snow and other inclement weather conditions as needed).
• Comfortable assisting with large visitor crowds.
• Conservatory temperatures of 100 degrees F or more, very humid conditions.
• Adhere to all dress codes, including closed-toed shoes.

Contacts with Individuals/Organizations inside/outside the Garden:

• Interacts with visitors, volunteers, interns, members, and Garden employees on a daily basis in person and via telephone.

Supervisor (title not person):

• Manager, Visitor Operations, Butterfly House