Venue Operations Assistant

Job Description

Job Description

Salary : $56,664.45

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Centers 21-acre Honolulu campus, adjacent to the University of Hawaii at Mnoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our team is seeking an on-site Venue Operations Assistant is responsible for the preparation, delivery, and breakdown of all conference and event activities held at our Imin International Conference Center ("Imin"). With over 17,000 square feet of venue meeting space that supports the East-West Center in producing successful events that impact local, domestic, and international audiences, this position will be responsible for the day-to-day operations of the unit including the preparation and delivery of conference and event accommodation services.

MAJOR DUTIES :

Venue Preparation and Management

• Receives meeting space layouts to identify and assign required furniture, fixtures, and equipment (FF&E). Delivers FF&E to designated spaces while ensuring proper floor setup and functionality.
• Prints room arrangement posters, room assignments, speaker materials, and other related documents associated with meeting space assignments and event itinerary. Posts signage in designated areas and re-collects after event.
• Assists with the setup and testing of audio / visual equipment including projectors, computers, microphones and audio speakers to ensure it functioning capabilities.
• Assists with linen services in meeting rooms, ensure table linens are clean and placed on as specified by the client.
• Maintains inventory log of venue equipment FF&E, ensuring items are accounted for and properly secured during and after the conclusion and breakdown of each event.
• Maintains adequate inventory of refreshments (water, coffee, tea, juice / soda) and paper good supplies including cups, napkins, cleaning supplies, and other items needed for venue events. Assists with procurement and receiving of pastries, refreshment supplies, and other designated service items needed for events.
• Inspects assigned meeting spaces and / or equipment. Recommends any necessary repair or maintenance work and operational supply needs. Submits work orders with janitorial, maintenance, and contractors as it relates to the upkeep and maintenance of kitchen / dining areas, meeting spaces, and equipment.

Event Facilitation

Health and Safety

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

SUPERVISION : This position works under the general supervision of the Venue Operations Manager. The supervisor provides new or unusual assignments by defining objectives, priorities, and deadlines. The employee works independently on continuous assignments, handles problems and deviations as they arise, and may take some problems along with possible solutions to the supervisor for advice and approval.

REQUIRED QUALIFICATIONS : Education & Experience At least two (2) years of event planning, event coordination or other related work experience that demonstrates the capacity to perform the essential functions listed successfully.

Communication Strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability to interpret, organize, and carry out assignments by independently determining applicable policies and procedures and applying them towards directives and outcomes; to take initiative and work cooperatively in following through on assignments; to organize time, tasks, and materials efficiently; to work effectively and deal pleasantly and helpfully with people of diverse cultural backgrounds; to inspect, diagnose problems, and complete work in a timely and effective manner; to read and understand or interpret directions, instructions, warnings, blueprints, work orders, plans, and service manuals; to perform successfully under the pressure of deadlines; to maintain accurate files and records; to take accurate measurements and calculate required materials; and to apply good judgment and accept responsibility.

Knowledge of routine office and record keeping procedures; correct English grammar, punctuation, spelling, and word usage; office machines and equipment; standard audio / visual equipment; computer interface devices and simultaneous interpretation equipment; and food service appliances. Possesses working knowledge of computer programs and software used within the unit (Microsoft 365 Outlook, Teams, Word, Excel, Calendar, Forms etc., Microsoft Access, Adobe Sign, Asana).

Driving Possesses a valid drivers license and clean traffic abstract.

Physical Requirements The position frequently travels throughout the facility to inspect, clean, and maintain campus grounds. Daily movements include sitting; standing; reaching, bending, and grasping; walking about the properties; climbing stairs or ladders; as well as crouching and kneeling. The employee must be able to use their hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and understand speech at normal levels and on the telephone. The employee must occasionally lift, move, and / or transport objects and equipment that could weigh up to 50 pounds.

Work Schedule While a standard work week is Monday through Friday (sans established EWC holidays), the position may be required to work weekends, holidays, or extended evening / morning hours to fulfill the needs of clients and conference participants.

PREFERRED QUALIFICATIONS

Proficiency in Microsoft suite software and event management systems. General knowledge of Adobe Creative Suite (Photoshop, InDesign)

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect :

Competitive Salary and Benefits - The annual salary for this position starts at $56,664.05 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities - We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment - We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY : If you're interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process :

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you both in terms of what they do and dont say can make a difference in whether youll be hired. So, its extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center isa premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.

Salary : $56,664 - $56,664