Event and Operations Assistant

Position Overview

The Event and Operations Assistant will play a vital role in supporting the planning, coordination, and execution of various events while also assisting with the day-to-day operations of the College.

Reporting to the Events Manager and Facilities and Operation Administrator, the role will work closely with multiple teams to ensure seamless event experiences and efficient operational processes. The position will also contribute to hands on projects relevant to the upkeep of event spaces and renovations as assigned. This position is a key member of the Dean’s Office, supporting and coordinating the use of the events spaces and operations within a dynamic and collaborative environment.

Reporting to the Facilities and Operations Administrator, this position will serve as the front-line person receiving all building requests and reported calls. The position will process building requests and act as a liaison for work orders and equipment repair completion. Will act as the secondary representative of the facility and primary in absence of Facilities and Operation Administrator. The position requires a high-level of attention to detail and ability to manage multiple tasks concurrently. The Event and Operations Assistant will handle additional administrative tasks as needed.

Principal Duties and Responsibilities (Essential Functions**)

Event Support [50%]

• Assists with coordination of events and/or venue and conference rooms. 
• Serves as an information resource for policies surrounding events and/or room use. Checks for space availability on desired date, explains scheduling procedures, and ensures that application forms are complete and accurate at the time of submission.
• Assists faculty and staff across School(s)/Area(s) or DLC(s) and works with vendors to arrange for hotel rooms, event venues, audiovisual equipment, lighting, decor, catering, cleaning, moving services, transportation, parking, security, and more.
• Assists with planning for Institute and college-wide events related to the Common Ground (CG), Social and Ethical Responsibilities in Computing (SERC), Special Semester in Computing, IAP, or Commencement, etc.
• In person and over the phone, greets faculty, staff, and visitors and assists with requests for directions and information related to events.
• Responds to and resolves inquiries from event attendees, escalating questions or issues as needed.
• Provides onsite event assistance.
• Assists with creating and managing event timelines and collateral such as invitations, name tags, tent cards, and place cards.
• Prepares, tracks, and/or follows up on MIT financial forms, such as requisitions, travel reports, and requests for payments. Makes purchase orders, deposits, and processes invoices.
• Provides feedback regarding improvements to future events based on observations and experiences.
• Prepares reports as needed.
• Maintain inventory of event supplies and manage department storage area.
• Organize and implement administrative systems and procedures necessary to perform support duties.

Operations Support [35%]

• Performs tasks to maintain building appearance including monitoring loading dock and receiving external deliveries, storage maintenance, office, equipment and furniture moving, and meeting setup.
• Assists in the setup and breakdown of equipment and furniture related to events.
• Communicates with internal and external stakeholders on facilities or EHS related issues; obtaining quotes, coordinating campus access, and ensuring work is completed properly. 
• Assists Facilities and Operation Administrator with office, lab, and building renovations and installations. Providing project documentation as needed.
• Assists with specific site and lab inspections, tests equipment and processes, evaluates and documents findings, including Level 2 lab inspections.
• Assists with departmental EHS training programs and initiatives.
• Coordinates with MIT EHS and vendors for collection, of waste materials.
• Provides support when necessary to resolve emergency issues.
• Coordinates minor DLC managed construction jobs.
• Researches and gathers information for projects.
• Monitors projects to ensure regulatory compliance and escalates to Facilities and Operation Administrator as appropriate.
• Follows budgetary guidelines in monitoring and ordering supplies.

Other [15%]

• Act as backup for administrative assistants, triaging a range of in-person, electronic, and telephone inquiries;
• Collaborate with team members to ensure efficient operations and support the overall goals of the organization.
• Adapt quickly to changing priorities and handle multiple tasks simultaneously in a fast-paced environment.
• Provide excellent customer service to internal and external stakeholders, demonstrating professionalism and courtesy at all times.
• Perform other administrative tasks and duties as needed to support the smooth functioning of the office.
• Execute other responsibilities as assigned.

Supervision Received

Receives limited supervision from the Events Manager and Facilities and Operation Administrator. Employee sets own goals and determines how to accomplish results with few or no guidelines to follow; managers or senior staff provides broad guidance and overall direction. Position will have indirect reporting line to Assistant Dean for Administration.

Supervision Exercised

None.

Qualifications & Technical Competencies

High school diploma or equivalent required. Bachelor’s degree preferred.

At least three years’ administrative assistant, event or operations support experience required.

This position requires the ability to lift and carry heavy objects up to 30 pounds on a regular basis.

Requires strong organizational and excellent interpersonal skills and ability to handle a pressured, multi-task work environment with changing priorities and limited supervision.

Must be able to work effectively with others at all level and have the ability to handle multiple tasks simultaneously.

Strong Microsoft Office and PowerPoint presentation skills required, along with experience with SAP, and on-line calendar software.  Must have a willingness to adapt to and learn new systems as needed.

Proficiency in EMS scheduling software and/or basic graphic design software, a plus.

Accuracy, unflappability, and an eye for detail are essential, as is the ability to problem solve and work independently and cross-functionally. Ability to maintain confidentiality with discretion and judgement.

Requires comprehensive skill and knowledge of organization policies and practices in order to interpret and determine appropriate course of conduct effectively and appropriately within the institution.

Must be able to work independently with minimal supervision and as part of a team, as well as work with a variety of projects and constituencies.
 
Schedule: This position must be available to work in-person for a minimum of four days per week during peak event or renovation periods. Occasional evening and weekend work is required.

_{** To comply with regulations by the Americans with Disabilities Act (ADA), the principal duties in position descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.}