Job Description

The Events Specialist serves as the primary point of contact for the Gallery Event Space during on-site events at ArtsTech. This position is responsible for ensuring that all events run smoothly and adhere to organizational standards. The event specialist will work with event organizers, oversee event logistics, manage event logistics in our event space, and provide excellent guest experiences. This part-time role requires availability on weekdays, weekends and evenings, with flexible but consistent working hours. The Events Specialist will work closely with the Events Manager as well as the Executive Director to ensure successful events that align with our mission and community goals. This role is ideal for someone who is detail oriented and enjoys a fast-paced event setting. 

KEY RESPONSIBILITIES*

Event Coordination & Management

• Serve as the on-site point of contact for events, ensuring smooth execution and operational guidelines are followed.
• Maintains clear communication with the Events Manager before and after events regarding event execution.
• Provides oversight for event logistics, including setup, breakdown, and vendor coordination.
• Ensures the event space is prepared and reset according to event needs.
• Addresses any concerns or issues that arise with the event organizer promptly and professionally. 

On-Site Event Support & Security Oversight

• Monitors event activities during set-up and breakdown ensure that event organizers comply with organization policies and procedures.
• Provide guidance to on-site security personnel as needed.
• Ensure that event organizers and their vendors and guests adhere to safety protocols.

Client & Guest Relations

• Communicate with event organizers prior to and during events to provide support as needed.
• Represent the organization professionally and ensure excellent guest experience.

Facility Oversight

• Ensure that the gallery space is prepared for events and ensure equipment is available.
• Coordinate with the Events Manager and/or Executive Director as needed.
• Troubleshoot and resolve on-site issues, such as lightning, temperature and space related challenges. Administrative Support
• Assist the Events Manager with coordinating event details, managing event supplies and equipment, maintaining the event calendar and scheduling rentals.
• Track event details, provide post-event reports, such as attendance, feedback, and any incidents.
• Meet with the Events Manager and Executive Director on a regular basis to keep updated on all event activities in the event space.
• Assist the Marketing Manager with developing promotional materials to highlight on social media channels, attend various community meetings and manage community booths and events as needed.

QUALIFICATIONS & SKILLS

• Experience in event coordination, hospitality, or customer service preferred.
• Strong organizational and time-management skills.
• The ability to work independently and handle last-minute changes efficiently.
• Excellent interpersonal and communication skills.
• The ability to lift and move equipment (tables, chairs, etc.) when necessary.
• Comfortable working evenings (typically 2pm to 2am) and weekdays and weekends (typically Friday, Saturday & Sunday) on a consistent basis.
• Flexible schedule but must be consistent, reliable and can work late nights

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