Event Facilitator

Adventure Science Center

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Job Summary

Position Title: Events Facilitator
Department: Marketing & Events
Reports to: Events Manager
FLSA Classification: Part-Time, as needed
Pay Rate: $23/hour
Date Written/Revised: September 2024

Adventure Science Center’s mission is to open every mind to the wonders of science and technology, fostering a better understanding of ourselves and the world around us. 

POSITION SUMMARY
Execute and coordinate private rentals to meet the needs of the client while meeting the policies and financial goals of the science center, consult with and provide pertinent event details to the Event Manager in a timely manner,  work or be lead for Adventure Science Center events, and administrative duties as assigned. 

Job Responsibilities

Primary Responsibilities:

• Act as point of contact for appointed daytime and after-hours rentals.
• Where necessary; attend advance site visits/event walk-throughs and rehearsals
• Execute the ‘day of’ event logistics, including but not limited to:
• Oversee event set up, ensuring cleanliness, preparedness,  and safety and that all event spaces are set per client request.
• Serve as point of contact for hired security, facilities, exhibits, and other science center departments including relaying pertinent event information and maintaining contact.
• Serve as the onsite representative for event vendors, facilitate their load in/load out, and serve as the point of contact for their venue-related needs throughout the event
• Aid the client in executing their vision and requirements including but not limited to AV connections, décor/setup needs, and guest satisfaction.
• Adhere to IEO instructions and needs
• Actively lead and participate in servicing of clients throughout the event
• Where required; Collect payments and necessary paperwork. 
• Update Tripleseat data and financials as needed.
• Prepare event closing report after each event and submit it to the Event Manager at the conclusion of the event.
• Work with the Event Manager to evaluate and address any event issues and provide suggestions for improvement.
• Send a follow-up thank you to event clients post-event.
• Develop a basic understanding of the reservation software Altru, used for taking payments.
• Develop a basic understanding of the event software Tripleseat, used for detailing events, creating event documents, tracking communications, and sales and financial reporting. 
• Provide other administrative support to the Events team and maintain event files as needed.
• Work Adventure Science Center events as assigned and when needed.
• Perform other duties as needed/assigned.

Qualifications

Education/Experience

• Associate degree or equivalent combination of education and 2-3 years of event rental or hospitality experience
• At least one year of catering or event management experience, preferably in a rental venue setting.

Knowledge, Skills, and Abilities

• Ability to work flexible and varied hours, including nights, weekends, and/or holidays
• Excellent written and verbal communication skills, including the ability to effectively explain technical and/or event-related concepts across a wide range of client types (donors, community leaders, musicians, industry trade groups, event organizers, and others).
• Excellent customer service skills and a commitment to client satisfaction
• Ability to work as a team member with a positive, helpful attitude in developing creative responses and solutions to needs and issues
• Ability to maintain the strictest confidence as required
• Ability to work independently and display sound judgment
• Ability to handle multiple projects and priorities.
• Professional appearance and demeanor.  
• Demonstrated organizational and problem-solving.  
• Must be a team player and demonstrate the ability to interact effectively with co-workers, volunteers, the public, and vendors. 
• Demonstrate ability to keep ASC as the top priority, contributing to the success of the entire organization and the success of co-workers. 

Environmental Conditions & Physical Demands  

• The work environment involves everyday risks or discomforts requiring normal safety precautions typical of such places as offices, meetings, and training rooms; use of safe work practices with office equipment, avoidance of trips and falls and observance of fire regulations. 
• Physical demands include event equipment and activity set up, walking, carrying, standing during events, and lifting up to 25 lbs. unassisted and 50 lbs. assisted.  
• The employee must have manual dexterity and visual and auditory acuity.   Some repetitive motion is involved. 

Additional Information

Benefits

How to Apply

To be considered for this position, please submit a cover letter, resume, and contact information for three professional references to hr@adventuresci.org, including Event Facilitator in the subject line. No phone calls, please. Due to the volume of applications received, we will only contact candidates selected for interviews.

Adventure Science Center is an Equal Opportunity Employer.

Details

• Date Posted: September 7, 2024
• Type: Part-Time
• Job Function: Administrative
• Service Area: Arts / Culture
• Start Date: 09/23/2024
• Salary Range: $23.00 per hour
• Working Hours: As needed, 75-90 hours per quarter