Event Coordinator/Administrative Assistant McNichols Building & The Champa Arts

Job Description
We are seeking a talented, ambitious, positive individual with excellent time management, interpersonal and organizational skills to help oversee and facilitate events onsite while providing exceptional customer service to our clients and detailed direction and support to staff, vendors, patrons, and guests. Our ideal candidate will be able to flourish in a self-supervised, fast paced environment as well as working in a close team environment managing critical administrative tasks and event logistics in our beautiful downtown venues. Creating memorable events, satisfied customers and administrative support for the team is our ultimate goal.

Essential Job Duties Include but Are Not Limited To:

• Provide quality administrative support for the McNichols Building operations team and for The Champa Arts Event Center. Including but not limited to greeting and directing guests and visitors, answering the general phone line, transferring calls, taking messages, checking and responding to voice messages, managing the welcome/security desk at the Champa Street location, receiving and distributing mail to the appropriate mailboxes, maintaining and ordering office supplies/and copiers for both locations and answering email inquiries, and accurately detailing events.
• ASSIST IN MAINTINING the booking software (Tripleseat) ensuring all events are included and contain complete, accurate and up to date details. Work closely with clients and vendors in the creation of room layouts utilizing our diagramming software.
• Have the knowledge to accurately discuss rental pricing for both venues. Stay knowledgeable and up to date on all venue and agency policies, procedures, services and pricing offered by each venue, and be able to clearly communicate these to clients, vendors, patrons and others.
• Assist in creating damage and incident reports. Conduct or coordinate post-event venue checkouts with clients and vendors to account for any damages or any other venue related issues directly associated with their event.
• Create appropriate and accurate staffing estimates based on specific event needs, properly input them into Tripleseat and distribute to each client in a timely manner.
• Be accountable and ensure AV equipment is inventoried, set, and working properly prior to events, with enough time to trouble shoot issues prior to the event. Ensure all items are returned and stored properly immediately after events have concluded.
• Assist with venue promotion goals by capturing images of events and room sets that can be later used on venue website and/or social media posts.
• Adjusting lighting per event needs and returning lighting to base configuration post-event.
• Implement safety and security standards and help develop procedures to ensure compliance.
• Focus on booking advancements including responding to leads and inquiries, scheduling and conducting venue walk-throughs/site-visits, advising and consulting during the event planning and coordination phases.
• All other duties as assigned.
• Attend and participate in all staff meetings, training and retreats.
• Conduct onsite inspections and advance preparations for events ensuring that the event venue is 'show ready' and staged for all events prior to the arrival of clients and vendors.
• Be on time for work each day

Experience and Skills
DESIRED QUALIFICATIONS

• College degree in Hospitality, Event Management, Business, Communications or equivalent is preferred, but not required.
• Excellent Interpersonal Communication
• Experience working with and interacting with all kinds of diverse communities.
• Experience using multiple software applications including Excel, Word, Power Point and other windows-based programs.
• Experience working with a reservation/booking software.
• Experience with setting up, running and troubleshooting AV equipment such as projectors, screens, audio systems, laptop computers, and lighting systems.
• Experience creating and reading room layouts and diagrams.
• Excellent administrative and Office Management skills
• Self-motivation and multi-tasking require a growth mind-set in order to support operations in a calm and organized manner. Top candidate must have a positive attitude, be detail oriented and plan and prepare for the unexpected focusing on the end result.
• Available to work 40 hours per week including some nights and weekends and be available by phone both during work/non-work hours. Additional hours could be required during busy seasons.
• Provide exceptional customer service to our clients and guests. Provide leadership, motivation, direction and support to the events team.

Minimum Qualifications:

• Must be at least 21 years of age.
• 2+ years of Customer Service experience.
• Must have hospitality experience with at least two years managing events in a venue with multiple event spaces.
• 2+ years' experience working in a professional office environment.
• 2+ year's event planning and/or event production experience.
• Must be able to lift, move, and carry 50 lbs. without assistance.
• Must have a Valid Driver's License

Job Benefits
As a Part-time hourly position, there are no initial benefits offered.