Events Assistant

The Events Assistant is an energetic, highly organized, creative and adaptable professional who supports the Event Coordinators in planning and executing successful gatherings. You will assist with daily logistics including coordinating with vendors, giving tours to prospective customers, and ensuring smooth on-site operations to deliver memorable, seamless experiences for our guests. From small, private gatheringss to large-scale author award programs, the Events Assistant will support a wide range of events at our unique destinations at Central Library and the new Rudisill Regional Library event space overlooking downtown Tulsa.

Essential Duties & Responsibilities

The Events Assistant provides support for the Events Coordinators at Central Library and Rudisill Regional Library, and assists with special events across the county as needed. As part of the Events Department, this position reviews TCCL venue rental requests, conducts tours, and coordinates rental event logistics with the Event Coordinators to ensure all venue and event-related requirements are completed. The Events Assistant must effectively communicate and support venue rental customers, related vendors, and related staff while they are the on-site Person-in-Charge during after-hours events. Key requirements for this position include organization and time management skills- the ability to manage multiple projects and deadlines, adapting to changes as quickly as possible. Availability on evenings/weekends is a must.

Additional responsibilities include:

• Provides excellent library service by assisting venue rental customers, including answering inquiries about Central Library and Rudisill Regional Library spaces, conducting tours, and coordinating with the Events Department to finalize rentals;
• Organizes and submits support service requests for facilities, security, IT, Audio-Visual and other needs for venue rentals;
• Provides on-site support for events and venue rentals at Central Library and Rudisill Regional Library as needed, including venue rentals, special programs, and other event coverage as assigned;
• Acts as the on-site Person-in-Charge during rentals events, as needed;
• Uses independent judgment, diplomacy, and tact when answering calls, managing daily schedules, and handling correspondence for event inquiries;
• Assists in gathering information and preparing reports and presentations as needed;
• Provides support with library events and programs as rental schedule and demands allow;
• Corresponds with vendors concerning library events and programs, as necessary;
• Attends meetings for event planning and makes necessary meeting room bookings and reservations;
• Provides support for the Peggy V. Helmerich Distinguished Author Award and other system-wide events, as needed;
• Actively supports TCCL’s Equity, Diversity and Inclusion efforts, and the Library’s Be All In culture;
• Performs other duties as assigned.
  
  
  

Qualifications

• Excellent customer service orientation with exceptional interpersonal and communication skills, both verbal and written;
• Excellent organizational, public speaking, and presentation skills;
• Ability to interact with stakeholders at all levels, responding with diplomacy, decorum, and confidentiality;
• Ability to navigate and perform tasks on a variety of software and hardware, including Microsoft Office.
• Ability to think analytically and pay attention to detail;
• Ability to establish priorities and organize workload effectively and efficiently to accommodate numerous deadlines;
• Demonstrated ability to work independently with minimal daily direction;
• Ability to work a very flexible schedule, including extended time during high-volume events during evenings and/or weekends.
  
  
  

Education & Experience

• High school diploma or GED required; some college level coursework preferred;
• One or more years’ experience working in a customer service-oriented industry preferred.
• Experience in event planning or hospitality industry preferred.
• Experience working with donors or other key stakeholders preferred.
• Or equivalent combination of technical training, education or experience.
  
  
  

Physical Activity & Environmental Conditions

• Requires occasional stooping or bending; moderate lifting (up to 50 pounds) may be required; must be able to set up and tear down rooms as necessary – including tables and chairs – with or without the aid of a dolly;
• Frequent use of office equipment as well as long periods of sitting, standing, or walking as needed;
• There are no major sources of discomfort; work is essentially conducted in a normal office environment with acceptable lighting, temperature and air conditioning;
• Some in-town travel as needed between library locations and community events; reliable transportation required.
  
  
  

Location: Based out of Central Library, 400 Civic Center, Tulsa

Status: Part Time- 20 hrs/week

Salary: $16.25/hr

Benefits Offered: Accrued paid time off

What It's Like To Work At Tulsa City-County Library

Library work is about people first. Our employees actively engage with customers, provide exceptional service, and help connect people to the resources they need to learn, grow, and succeed. We serve customers from all backgrounds and life experiences, and we value empathy, respect, curiosity, and a commitment to public service. If you enjoy helping others and making a meaningful impact in your community, you'll thrive at Tulsa City-County Library.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Tulsa City-County Library is an equal opportunity employer.