Administration

Events Support, Person - in - Charge (PIC)

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JOB STATEMENT/PURPOSE: 

Under the supervision of the Facility Manager, this role provides logistical support for the facility rental and events team to include interdepartmental support services, event set-up and take-down, vendor coordination, additional equipment, audio/visual needs and serves as a main point of contact onsite.  Ensures that facility rentals provide excellent customer service and execution of facility rentals and events. 

 ESSENTIAL DUTIES AND RESPONSIBILITIES: 

  • Provides general support and event coordination to the facility rentals team. 

  • Provides logistic support including set-up and take-down for facility rentals and events. 

  • Serves as main point of contact onsite for events to ensure a smooth-running experience and positive attendee experience while troubleshooting problems or issues that may arise. 

  • Supports events on the day of, including event set-up, communication with staff, organizing vendors, and managing load-out. 

  • Provides set-up and support of complex equipment such as audio/visual equipment, DVD, Bluetooth, lighting, and various theatre equipment. 

  • Aids the facility rentals team in storage, cleanliness and care all linens, tables, chairs, and equipment. 

  • Support internal event planning for various departments as needed. 

  • Ensure compliance with all health and safety obligations for events.  

  • Provides clean up and trash removal support to the maintenance department in all areas used. 

  • Supports the maintenance department in preparation set up for next business day. 

  • Additional duties as assigned based on needs of the business. 

 ESSENTIAL SKILLS: 

  • Demonstrated experience and knowledge working in the special events industry and related services (corporate events, weddings, meetings, parties). 

  • Strong written, verbal, and interpersonal communication skills in a professional environment. 

  • Demonstrated ability to understand and execute oral and written instructions. 

  • Demonstrated ability to work independently and in a team environment. 

  • Excellent organizational and time management skills. 

  • Ability to manage multiple projects independently. 

  • Excellent problem-solving and critical thinking skills. 

  • Ability to multi-task and prioritize projects and adapt to high pressure situations. 

  • Must be flexible and able to work evenings and weekends. 

  • Demonstrated ability to work well with vendors and clients in a professional manner. 

  • Ability to learn and utilize internal event management software. 

  • Provide excellent customer service to both internal and external stakeholders. 

 PHYSICAL REQUIREMENTS/WORKING CONDITIONS: 

 Weather:  

  • Indoors: Primarily in an environmentally controlled office; requires most or all work to be done inside. 

 Noise level:  

  • Quiet to moderate. 

Physical requirements:  

Must be able to lift and/or move up to 50 lbs.  

  • Frequently required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, see, taste/smell, and carry weight/lift. 

 MINIMUM QUALIFICATIONS 

  • High School diploma or equivalent.  

  • Must be at least 18 years of age. 

 PREFERRED QUALIFICATIONS 

  • 1 year of professional event coordination experience. 

  • Demonstrated knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native/American Indian community.