The Event Administrator 1 provides professional event support.
Major Duties:
• Maintains a “Shared Drive” providing all relevant information regarding the scheduling usage of auditorium, conference rooms, and training rooms, and coordinates with all CA’s directorates on scheduling these facilities;
• Liaises with other bureaus/departments about meeting requirements;
• Acknowledges and/or responds within four (4) business hours and processes within one business day all conference/meeting and event reservation requests;
• Performs administrative tasks such as developing various room setup schemes, coordinating the storage and distribution of furniture, materials, parts, supplies and equipment as necessary;
• Prepares and maintains records of items delivered and/or used;
• Coordinates with the IT Project Management Specialist and all necessary systems support staff for audio/visual, facility and IT support needs;
• Monitors meeting progress to ensure start and end times are adhered to so as to avoid any room schedule conflicts;
• Tracks and provides weekly reports on all supply and maintenance orders/request for auditorium, conference, and training rooms;
• Assists the Event staff with administrative and/or hands-on tasks, such as delivering, moving, packing/unpacking furniture and other office goods and equipment;
• Along with Event Specialist, confirms proper storage and security of the auditorium assets by performing daily start and end of business day checks of spaces and assets when unlocking and/or securing spaces;
• Maintains record of inventory transactions;
• Along with IT Project Management Specialist, schedules maintenance for auditorium, training, and conference room equipment;
• Troubleshoots and reports within two (2) business hours any auditorium equipment malfunctions and/or failure;
• Escorts contractors as required;
• Assists auditorium users with quotes for services such as translation, catering, etc. and maintain record of any CA expenses incurred;
• Provides clients with layout options for events;
• Assists auditorium clients in complying with security requirements for equipment and visitors;
• Maintains a clean appearance of facilities and furnishings;
• Moves office, conference room, or classroom furniture such as tables, desks, chairs, cabinets, easels, bookcases, etc. within rooms and/or across buildings;
• Moves furniture or other office items in support of the set-up and take down activities for meetings, public events, or conferences;
• Picks up trash and performs light cleaning duties of the rooms, offices or conference areas;
• Performs other related duties as required or deemed necessary to meet the needs of the assigned buildings or areas;
• Loads/unloads equipment onto or off of delivery vehicles, moves furniture to designated locations;
• Escorts contractors as required; and assists support services specialists with billing, as needed, for additional expenses related to auditorium, conference and training room usage.
Professional Qualifications/Skills:
• Must be a US citizen who can possess or be able to obtain/maintain a minimum SECRET clearance.
• Must have a High School Diploma and two (2) years of experience in the facility management field, particularly related to managing a shared calendar;
• Experience communicating with various personnel at all levels of management;
• Knowledge of and proficiency with Microsoft software/applications;
• Ability to maintain a shared drive;
• Demonstrated timely and proficient organizational skills with the ability to work independently, with minimal supervision, and multi-task in a high volume, fast-pace work environment;
• Excellent organizational, communication and writing skills;
• Demonstrated ability to have a flexible, team-oriented approach to work while building and maintaining strong working relationships with colleagues;
• Ability to work flexible work hours and/or additional hours to meet official DOS functions;
• Familiar with and able to operate audio/visual, facility and IT support systems; and
• Ability to perform heavy (up to 50lbs.) lifting and/or moving of furnishings and/or equipment and endure prolonged periods of standing with no limitations.