Venue Operations Assistant

Blackstone is the world’s largest alternative asset manager. We seek to create positive economic impact and long-term value for our investors, the companies we invest in, and the communities in which we work. We do this by using extraordinary people and flexible capital to help companies solve problems. Our $1 trillion in assets under management include investment vehicles focused on private equity, real estate, public debt and equity, infrastructure, life sciences, growth equity, opportunistic, non-investment grade credit, real assets and secondary funds, all on a global basis. Further information is available at www.blackstone.com. Follow @blackstone on LinkedIn, Twitter, and Instagram.
 

Job Title: Venue Operations Assistant

The Venue Operations Assistant will oversee the day-to-day logistics of the client and internal meeting and event space. The VOA will work closely with the Reservations Team, internal and external service providers to ensure smooth execution of all programs. Programs may include: small to medium scale investor meetings, internal meetings, client management dinners, internal trainings, and receptions. The role is highly customer service oriented, and no day is the same.

Responsibilities of the Venue Operations Assistant will include, but are not limited to the following:

• Responsible for the onsite day of coordination, planning, scheduling, and overall quality control of all event spaces and configurable meeting rooms.
• Work closely with internal service providers and Events/Meeting teams to ensure catering, event set up, service, and quality expectations are met.
• Partner with Events and Marketing team to ensure that all onsite BX events align to branding and corporate design standards as well as all production.
• Regular inventory and quality check of all supplies needed for meetings and events.
• Make recommendations for creative floor plans/room setups for events and meetings lighting, florals, linens, rentals, signage, audio/visual, technology, graphics, staff uniforms, costumes, or themes.
• Assist with conference/meeting room walkthroughs to ensure spaces are presentable and up to Blackstone standard.  Managing maintenance, repairs, and cleanliness.
• Recommend plan of operation and logistics and ensure clients receive exceptional customer service and support for their events/meetings and prepare for and contribute to weekly logistics and cross team meetings.
• Perform administrative duties and special projects related to the department as assigned.
• Be one of the expert users for the firm’s conference room booking platform (EMS) to provide support to internal clients and to ensure integrity and accuracy of information.
• Handle day-to-day administration of internal events and programs – including menu formatting, floorplans, facility tickets, etc.
• Maintain catering ordering schedules, headcount deadlines, proposals, and invoices pre and post event. Lead and assist weekly BEO meetings communicating event needs and expectations with the FOH and HOH teams and ensuring everyone is on the same page.
• Responsible for maintaining and fostering positive internal and external relationships, with clients, vendors, and service providers.
• Lead financial reporting post event and holistically between business units, catering partnership, and external vendors. 
• Collaborate with Facilities team to onboard new vendors and keep vendors up to date with insurance and building requirements.

Qualifications / Skills:

• Bachelor’s degree in events management, hospitality, or similar preferred.
• 2+ years of experience in a private club or as an event manager preferred with proficient knowledge of food and wine.
• Motivated, responsible self-starter who operates with a sense of urgency and is results oriented.
• Exceptional customer service orientation, skills and approach and able to anticipate service requests.
• Excellent interpersonal skills with the ability to connect easily with others and handle difficult interactions with discretion and diplomacy.
• Excellent organizational and multi-tasking skills with the ability to prioritize multiple meetings and deliverables and with a high level of attention to detail.                           
• Able to meet frequent and specific deadlines and follow up consistently to ensure tasks are completed.
• Excellent, clear written and verbal communication skills.
• Have a collaborative, positive, te