Events Operations Specialist

POSITION SUMMARY

Reporting to the Supervisor, Events Operations, this position is responsible for the successful execution of all events and event-related deliveries at the Salk Institute. Ensures execution and completion of all tasks associated with prepping, organizing, and stocking deliveries, setting, serving, and breaking down events in function rooms in accordance with verbal and written instructions, including Banquet Event Orders (BEO). Provides a high standard of customer service and professionalism during all events and deliveries. Works closely with events management personnel to coordinate purchase and maintenance of stocked inventory. Must be able to facilitate events independently after the training period concludes. Provides direction to on-call catering/vendor staff as needed. Acts as Salk liaison to external event representatives, as assigned.

ESSENTIAL FUNCTIONS

1) Events Operations (75%)

• Reviews Banquet Event Orders (BEO) to ensure understanding of logistics, room layout, usage of linens, glassware and utensils, menu items, service order, and related timing to guarantee a successful event and outstanding customer experience.
• Implements all aspects of meeting room setup and breakdown for scheduled events at Institute venues including but not limited to:
• Performs all set-up/preparation of function rooms/service areas prior to events, accurately and efficiently following detailed diagram and instructions as provided by supervisor.
• Sets up tables, chairs, linens, and drapes as needed for events, meetings, and banquets.
• Arranges, delivers, and/or serves all food and beverages to guests in accordance with the Institute's standards of professionalism and event requirements.
• Clears tables and breaks down function rooms after conclusion of event.
• Dismantles and properly stores all equipment used for events, meetings, and banquets.
• Responds appropriately to unpredictable situations during the course of an event. Examples include, but are not limited to: reallocating on-call staff duties as needed, resolving any deficiencies that may arise in the events kitchen appliances, communicating guest concerns (heating/cooling, questions/clarifications of menu items), safety incidents, and rectifying quality or quantity issues.
• Contact with internal personnel or outside resources to ensure prompt resolution to the issue at hand as required.
• Apprises Salk management personnel of any significant issues or concerns about the event.
• Ensures compliance with all required standards of hygiene and cleanliness in accordance with food service industry and Institute guidelines.
• Provides oversight to on-call catering/vendor/temporary employees as needed.
• Meets with Events Operations team to review upcoming/weekly workload and schedule to efficiently execute workplan.

2) Equipment Inventory & Maintenance (15%)

• Maintains stocked item inventory, orders stock and coordinates deliveries from contracted event vendors and suppliers, orders refreshments for weekly meetings and events; stocked items may include single-serving food items such as chips, popcorn, granola bars, trail mix, nut mix, bottled juices, canned sodas, coffee and tea with assorted accoutrements.
• Maintains and secures kitchen equipment before, during, and after event. On an after-hours basis during an event, this may include assessing appliance deficiency and contacting internal or external resources for repair. During the normal course of business, this may include proactive maintenance recommendations to events management based on observed deficiencies.
• Receives, checks, and shelves on-site inventory from vendors which may require requesting inventory clarifications as needed from vendors (i.e. delivery quantities). Tracks monthly snack and beverage inventories via spreadsheet.
• Purchases items off-site for events that are either unavailable or cost-prohibitive on a delivery basis.
• Oversees the cleaning, repair, and maintenance of all stock equipment, including stock tables and chairs, coffee machine, ice machine, etc.

4) Events Coordination Support (10%)

• Provides support to Events Coordinators, Planners, Supervisors, or Director. This may include, but is not limited to administrative tasks, mailing preparation, filing, preparing directions for event guests, preparing event signage, or other tasks as needed.
• Provides guidance to caterers during on-site events, including caterer's use of Salk equipment, and verifies adherence to Salk policies.
• Ensures program/timelines for events are monitored and followed.
• For outside events, responsible for overseeing activities on the day of assigned events, working with outside event organizer to ensure successful completion.
• With Events team, represents Salk Institute at site visits for internal and external events to ensure a clear understanding of event "flow" and the role of the Operations staff.

EXPERIENCE

Required:

• Minimum of one (1) year of increasingly responsible catering, banquet server, food and beverage industry, hospitality experience, or related operations experience performing all aspects of meeting room set-up and breakdown, including but not limited to: setting up tables and chairs, linens and drapes, washing dishes, and related activities, OR strong background in busy customer service environment.

Preferred:

• Prior work experience in a non-profit organization of approximately 500+ individuals requiring interface with internal and externa clients.
• Prior "lead" or supervisory experience in busy customer-centered environment.

EDUCATION

Required:

• None

Preferred:

• High school diploma or equivalent education and experience

SKILLS AND ABILITIES

Required:

• Demonstrated ability to prioritize tasks in order to organize and implement multiple events during the same time period, some of which may be on short notice and fall within a limited time frame.
• Acute attention to detail, experience working under pressure, ability to self-motivate.
• Ability to work effectively on a team; demonstrated ability working with people of diverse social, professional, and cultural backgrounds.
• Demonstrated ability to read, understand, and effectively implement written and verbal instructions.
• Basic math skills, and knowledge of English grammar, spelling, and punctuation.
• Working knowledge of MS Outlook, Word, and Excel.
• Able to maintain sensitive and confidential information.
• Professional interpersonal and written communication skills.
• Excellent customer service skills.

The salary range for this position is $18.03 - $23.91 per hour.

SPECIAL CONDITIONS OF EMPLOYMENT

• Ability to work a standard schedule Monday - Friday, 6:45 a.m. - 3:15 p.m.
• Ability to work a flexible schedule as needed based on workload and event deadlines.
• Ability to work overtime as required for events which includes evenings and weekends.
• Must have access to reliable transportation and a valid California Driver's License.
• Must be of legal age to purchase and/or serve alcohol.
• Must sign an employee confidentiality agreement.
• Satisfactory completion of the Institute's background investigation.
• Willing to work in an animal research environment.
• Must be willing to acquire a CA Food Handler's Certificate.
• Must be willing to complete CA Responsible Beverage Service Training.
• Must be willing to maintain First Aid/CPR/AED Certification.

PHYSICAL REQUIREMENTS/MENTAL ACTIVITIES/ENVIRONMENTAL CONDITIONS

This position requires constant adjusting focus, carrying, lifting, pushing/pulling 0-20 lbs., grasping, handling, hearing, reaching, talking, touching/feeling, communicating, reading, and reasoning.