Event Operations Supervisor
Job no: 516239
Work type: Staff
Senior management: Vice Pres-Outreach & Intrntl Affrs
Department: VT Exec Briefing Ctr-Arlington
Location: Greater Washington, D.C., Metro Area
Categories: Administrative / Clerical, Dining / Hospitality, Other
Based in Arlington, VA, the event operations supervisor provides critical support and management to the Executive Briefing Center (EBC) located in the Virginia Tech Research Center – Arlington (VTRC-A).
The event operations supervisor works with internal and external clients in planning and implementation of meetings and events hosted in the EBC. The position is responsible for coordinating meeting and event details with clients in order to facilitate a seamless onsite experience. These details include but are not limited to space requirements, meeting times, facility management, and audio/visual needs. The event operations supervisor also provides onsite support to EBC clients and accurately executes all aspects of any agreements and contractual obligations between the EBC and client. Through supervision of the part-time event assistants, the event operations supervisor ensures accurate room setups relative to table, chair, and audio/visual equipment placement and assists guests with general tasks and questions. This position works with the EBC assistant director and the part-time event assistants in handling special requests for the guests of the EBC and also assists in providing client development support to the EBC assistant director. The event operations supervisor maintains accurate records of client information in the event management system (EMS) as part of ensuring the fulfillment of the EBC’s contractual obligations, and provides the EBC assistant director with administrative, financial, and clerical support. Due to the nature of this position, the event operations supervisor is required to bend and stand for long periods of time; push, pull, and safely move and handle items weighing up to 60 pounds or more and will need to provide own transportation to meet business needs as necessary. Depending on the event schedule and staffing availability, some nights and weekends may be required (either on-call or onsite).
Related experience in event and facility management in a hospitality, higher education, and/or project management environment with a focus on event planning and implementation. Must demonstrate superior customer service skills. Must have strong technical skills such as database management, email, and an ability to provide basic audio/visual support and/or troubleshooting. Must be a team player with excellent communication and interpersonal skills. Must be able to manage the details for numerous meetings/events simultaneously and accurately while prioritizing according to need and schedule. Bachelor’s degree in Business, Hotel/Tourism Management, or a related field or equivalent training and experience in business or hospitality management.
Supervisory experience. Experience with conferencing & sales management and catering coordination. Marketing experience. Experience developing and financially managing workshops, conferences and special events. Experience with university and/or state purchasing policies and procedures. Experience with budget plans, financial reports, invoicing and payments.