JOB SUMMARY:

The Event Scheduling & Service Specialist is responsible for event support and advanced administrative support of the Booking & Events Team. Included with this responsibility will be the ability to handle multiple tasks at once, provide a high level of organizational skills and maintain an advanced level of professionalism in the workplace. This individual will work closely with numerous other teams (Facility Operations, Accounting, Sales, Global Partnerships, People & Culture, Social Impact & Equity) in successfully completing work needed in support of the Booking & Events Team. The work schedule will require flexibility, task accomplishments and task follow up. The Event Scheduling & Service Specialist will report directly to the Director, Private & Banquet Events. In addition to these duties, this position may have certain event and special project-related duties as described below.

In addition to managing and organizing multiple banquet space calendars and event-related details, the Event Scheduling and Service Specialist will assist in multiple facets of Booking and Events Team.

This position will be included in developing a career path, accountability structure, and overall direction within our Booking and Events Team.

** Local candidates preferred

ESSENTIAL DUTIES & RESPONSIBILITIES: 

• Management and organization of multiple banquet space calendars and event detail submission forms.
• Assist in preparing and distributing event information and detailed event specifics, including event memos and maps.
• Create Event Recaps for past events.
• Maintain and organize filing system for event contracts.
• Communicate with external vendors on rental equipment orders and returns.
• Prepares invoices, reports, financial statements and other documents, using the Microsoft Office Suite.
• Processes expense reports and tracks reimbursements.
• Processes purchase orders and invoices.
• Assists in preparing and monitoring of Booking and Events team budget, as well as monthly reporting and forecasting.
• Handles routine requests for information and data.
• Operates office equipment including phones, fax machines, copy machines, personal computers, and other equipment.
• Creates and modifies documents including correspondence, reports, presentations, memos, and emails.
• Manages and maintains calendars, including the coordination and scheduling of appointments and large meetings with multiple attendees
• Prepares agendas for meetings.
• Orders office supplies.
• Opens, sorts and distributes incoming correspondence.
• Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Performs other duties as assigned.

REQUIRED QUALIFICATIONS: 

• Bachelor’s Degree preferred, or equivalent work experience in management or related field.
• Minimum of two years of events or administrative support experience.
• Must have experience with budget processes and expense reports.
• High level of proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Highly developed verbal and written communication skills.
• Must be highly organized, with high attention to detail and the ability to exercise personal initiative and good judgment in prioritizing work in a fast-paced and ever-changing environment.
• Ability to maintain strict confidentiality and sensitivity of assignments.
• Must demonstrate a high level of maturity, integrity, loyalty, initiative, creativity, and sound judgment.
• Professional appearance and demeanor with a passion to deliver great customer service.
• Ability to work both independently and in a team environment.
• Ability to work effectively with all levels of management and team members.
• Ability to work evenings and weekends on occasion.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.