Event and Hospitality Logistics Graduate Assistant

Description

Department:  Events & Hospitality

Job Status:  Part-time, hourly

FLSA Status:  Non-Exempt 

Reports To:  Director of Events & Hospitality

Grade/Level: Bachelor Degree

Work Schedule:  20 hours per week on average (flexible schedule), days, evenings and weekends as needed

Amount of Travel Required: Minimal

Position Summary

 The Graduate Assistant supports the Events & Hospitality Coordinator in serving as a point of contact for the scheduling, planning, organization, and management of events that take place on the Benedictine College campus.  Supports internal and external groups who utilize any college facility for an event.  Helps to ensure college facilities are properly set up and equipped for each event and monitors the logistics of these events. Performs a variety of clerical and administrative duties in support of the Events & Hospitality Department.

The Graduate Assistant should have a love for special events, provide outstanding customer service, be an enthusiastic professional, and be able to build relationships with internal and external customers.  Must have excellent communication skills, attention to aesthetic detail, understanding of Benedictine hospitality, be able to multitask, think creatively, think on their feet, and troubleshoot problems.

The Graduate Assistant must be able to anticipate event needs, discern work priorities, and meet deadlines with little supervision.  Assist with coordinating the set-up of campus spaces for events including coordination with other departments to ensure tables, chairs, staging, and other event specific needs are met.  Assists in responding to requests of internal and external groups utilizing College facilities by being available for on-campus events.

 The Graduate Assistant will also assist the Events & Hospitality Coordinator in preparing and hosting guests on campus during the summer.  Assist in managing reservations and meeting the various hospitality needs of guests across campus.

Essential Functions

1. Event Planning

• Review Event Requests submitted by internal groups in the facility usage management system (i.e. EMS)
• Prepare external event requests in the facility usage management system (i.e. EMS)
• Provide assistance and information to faculty, staff, and students regarding facility use and capabilities
• Maintain contact with internal clients via telephone, e-mail/written correspondence, or personal meetings
• Aggressively gather necessary information on each event to achieve quality results
• Collect and monitor feedback (i.e. after-action reports)

2. Event Set-up

• Assist Events & Hospitality Coordinator by creating and revising room set-ups for each event as needed and communicating set-up requests with the Event Design Coordinator
• Assist Events & Hospitality Coordinator with event requirements including coordination of internal and external service providers, such as housekeeping, security, food service, etc.
• Assist Events & Hospitality Coordinator with collaboration between Events Team and AV/IT Teams for usage of audio-visual equipment and other IT requests 
• Coordinate physical maintenance of event spaces as needed (i.e. work orders)
• Communicate housekeeping requirements before and after events
• On rare occasions provide physical support for complex or quick turnaround set-up needs. 

3. Summer Conferencing

• Assist Events & Hospitality Coordinator with creating housing assignments and maintaining accurate occupancy records for summer conferencing event groups
• Assist Events & Hospitality Coordinator with the organization, distribution, and collection all summer residence hall room keys
• Assist with inspecting residence halls and other meeting areas used by guests before and after each event

4. Administrative Tasks

• Perform general clerical duties and maintain an electronic filing system
• Maintain inventory of department equipment/supplies
• Maintain the Events Master sheet to be communicated with Operations, Security, Marketing, and A/V
• Create weekly Events Management Meeting agendas to be sent out to attendees
• Maintain the Event Design Coordinator’s calendar, including all event set-ups, pick-ups, and drop-offs (including Operations as needed for c