Jul 18, 2019
Reporting to the event manager, the conference facilities associate oversees the day-to-day operation of the Joan Palevsky Center for the Future of Los Angeles, allowing CCF to provide meeting space for funders, nonprofits and the community to come together. Work hours are 8:00am – 5:00pm, with some early morning and evening hours. Major Responsibilities: Convening Center Usage : Serves as the main point of contact for use of the Joan Palevsky Center for the Future of Los Angeles convening center. Responds to inquiries, requests for use, and comments and complaints about the facility, equipment and support services. Responsible for securing completed and signed forms related to reservations, liability and managing billing for facility usage, etc. Maintains a calendar of event bookings, installations and repairs, a roster of preferred vendors, and databases of inquiries and alternate meeting facilities in the complex and surrounding area. Resolves scheduling conflicts. Arranges and leads walk-throughs by potential users, as needed. Coordinates event logistics, working with internal and external contacts and “event hosts” to ensure the highest level of planning, preparation and execution for AV, hospitality, catering, room setup (including table and chair configuration), breakdown, cleanup, follow-up with vendors, etc. Remains on site for the duration of events in the center, which may include events outside of regular business hours. Convening Center Administration: Maintains policies and procedures guides for external and internal users and distributes as appropriate. Trains back-up team members and schedules coverage as needed. Secures and compiles feedback after events from external and internal users. Provides written and/or verbal reports, as needed. Convening Center Facilities: Works with building management to coordinate HVAC needs, janitorial service, parking, etc. Ensures conference center supplies are adequate and maintenance needs are addressed in a timely manner. Oversees usage and storage of outdoor signage and maintains it in excellent condition. Proactively performs preventative maintenance, cleaning and AV testing and repair to ensure the space is functional at all times. Works with vendors, sourcing new suppliers as needed to ensure facilities operate at the highest efficiency and cost effectiveness. Marketing and Communications Support : Collaborates with other members of the MarComm team on publicity and promotion of the Center, including the foundation’s website, social media and promotional materials. Participates in departmental meetings and onsite and offsite events as appropriate. Assists with other departmental support as needed. General : At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills. Qualifications: To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Experience : Minimum of three years’ experience as a venue or event coordinator, administrative professional or equivalent experience in a fast-paced, high-pressure environment is required. Must be familiar with event industry standards and safety procedures. Previous experience in working with nonprofits or convening preferred. Education : Bachelor’s degree required. Communication Skills : Excellent interpersonal, written, and verbal communication skills, including superior customer service orientation. Ability to comfortably interact with diverse audiences as well as nonprofit and community groups. Proficiency in Spanish helpful. Technology Skills : Computer proficiency, including strong word processing and database experience, internet competency and proficiency in Microsoft Office software required. Knowledge of audio-visual equipment, including microphones, monitors and video conferencing, with a willingness and ability to learn AV programs and perform troubleshooting. Organizational Skills : Excellent organizational skills and attention to detail needed. Ability to prioritize work effectively and adjust to multiple and competing demands within set deadlines. Project Management Skills: Ability to manage internal and external communications, multiple deadlines, timelines and stakeholders, etc. in order to effectively coordinate conference center schedule, coordinating events from initial outreach through completion. Problem Solving Skills : Ability to use critical judgment in facilitating relationships among convening center users and with CCF. Successfully troubleshoot unforeseen issues as they arise. Team Work & General Skills : Ability to follow directions. Ability to work well independently and as team member. Ability to take initiative and follow tasks through to completion. Working Conditions: Requires the ability to sit and work at a desk for several hours at a time. Requires the ability to travel and attend meetings, presentations and events outside the office, which may require occasional use of a motor vehicle for transportation to other locations. Work may require occasional weekends and/or extended work day. Punctuality and satisfactory attendance are essential functions of the job. Ability to lift and move up to 25 pounds. Compensation: This is a regular, full-time, exempt position. Salary is dependent on experience and qualifications. A generous benefit package includes medical, dental, vision, life and disability insurances, parking or transportation, and retirement benefits. How to Apply: To apply to this position, please visit our website at www.calfund.org and select “Careers” or go to http://www.recruitingcenter.net/clients/calfund/publicjobs CCF is an Equal Opportunity Employer. We are committed to the principle of equal employment opportunity for all applicants and employees, and we make employment decisions without regard to race, ethnicity, religion, gender, sexual orientation or preference, gender identity, gender expression, age or any other protected status. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.
California Community Foundation Los Angeles, CA, USA Marketing / PR