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Position Overview:

Events Operations Associates are responsible for the execution of museum events under the direction and supervision of the Event Manager. Such events include facility rentals, programs, members’ events, etc. Event Operations Associates may be assigned to variety of roles in support of an event operation. The goal of all associates working any type of event is to deliver an extraordinary guest experience that results in repeat business and exceptional word of mouth.

Major Tasks and Responsibilities:

+ Attend pre-event briefings to review event orders.

+ Assist in event logistics in a variety of capacities including parking assistance, guest greeting, usher duties, check-in and registration, coat-check, crowd control and directional assistance, and securing non-public areas.

+ Perform set-up and breakdown of event spaces, including chairs, benches, tables, decorations and other equipment is in accordance with the event order, event floor plan, safety standards, fire and health codes.

+ Check-in, monitor, direct vendors and contractors including but not limited to caterers, florists, entertainers, rental equipment companies, photographers, etc.

+ Inspect areas prior to the start of an event and report any facility, exhibit, room temperature, or audio visual deficiencies that may negatively impact the guest experience.

+ Provide courteous assistance to clients and their representatives and vendors who are bringing in equipment and materials for their event.

+ Be well-informed and prepared to accurately answer questions from event attendees regarding prices, program schedule, event locations, venue facilities, etc.

+ Monitor, check-in, and direct vendors and contractors including caterers, florists, entertainers, photographers, speakers, etc.

+ Direct and assist equipment rental companies with deliveries to designated event locations.

+ Inspect areas prior to the start of an event and report any facility, exhibit, room temperature, or audio visual deficiencies that may negatively impact the guest experience.

+ Provide courteous assistance to clients and their representatives and vendors who are bringing in equipment and materials for their event.

+ Warmly greet and welcome guests to your assigned area.  Introduce nearby exhibits and point out specific event areas such as bars, buffet stations, and program venues.

+ Proactively approach guests who may appear to have a question or need assistance.

+ Remain attentive to guests who may require special assistance, including elderly individuals and persons with disabilities.

+ Assist in event logistics in a variety of capacities including parking assistance, guest greeting, usher duties, check-in and registration, coat-check, crowd control and directional assistance, and securing non-public areas.

+ During private events, anticipate and respond to client requests, needs, or complaints by immediately providing personal assistance or notifying the event manager.

+ During events, be alert for and report immediately any potential safety / risky activities including trespassers, intoxicated guests, or other inappropriate or unsafe behaviors.  Report any guest or vendor actions that may cause damage to historical furniture, exhibits, and / or the building.

+ Insure that all public areas remain clean and well-maintained.  Contact housekeeping and / or facility maintenance staff to report areas that need attention.

+ Remain observant and immediately report any potential safety hazards or inappropriate activities, such as trespassing, intoxication, or other unsafe behavior. Notify appropriate personnel of any guest or vendor actions that may risk damage to historical furnishings, exhibits, or the building.

+ Follow museum emergency procedures during medical or other emergencies, and remain aware of fire extinguishers, fire alarms, and evacuation routes at all times.

+ Other duties as assigned.

Experience / Qualifications / Requirements:

+ Willingness to work evenings, nights, and weekends as required.

+ Ability to interact effectively with a diverse range of clients and visitors.

+ Proven ability to work collaboratively and successfully within a team environment.

+ Capacity to perform well under pressure and adapt to the evolving needs of clients and museum operations.

+ Exceptional interpersonal skills, with demonstrated poise, professionalism, and diplomacy.

+ Ability to work outdoors as needed.

+ Capable of standing for extended periods of time.

+ Genuine passion for contributing to the creation of a world-class museum recognized for exceptional content and guest experiences.

+ Enthusiastic personality with strong public speaking and presentation skills.

+ Ability to lift, carry, and assemble heavy furniture for event setup and breakdown.

Education:   n/a

Other:

+ The position may be filled by staff as a ‘second-job’, and will be scheduled on an as-needed basis dictated by the frequency and scope of Museum events and facility rentals.

+ Though scheduling may be irregular and at off-hours, Event Operations Associates are required to be available to work no less than 1 event every month to ensure that they remain actively employed in this role.

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