Event Logistics Supervisor
About The Position
The Event Logistics Supervisor is responsible for the smooth coordination and delivery of Museum Rental Events and supervision of the museum facilities for private events. The Event Logistics Supervisor is responsible for coordinating with other museum departments and with external agencies to ensure all event planning needs have been secured and are fulfilled. The position requires close teamwork within the Museum Rentals team and other Exploratorium departments as well as self-direction, exceptional organizational, follow through and communication skills, and some basic computer software skills. The position reports to the Museum Rentals Logistics Team Manager.
Requirements
- BA/BS and two years of event logistics coordination experience or professional equivalent including managerial experience.
- Proficiency in Word and Excel required.
- Demonstrated experience in staff assignment and supervision.
- Team player with strong organizational and written communication skills.
- Poised and diplomatic in dealing with external customers, vendors and internal staff.
- Ability to meet deadlines, multi-task, and thrive in a demanding environment.
- Ability to work independently; highly self-motivated.
- Detail-oriented.
Nice To Haves
- Proficiency in Salesforce.com, Gmail, Google Calendar, Google Docs, AutoCAD and Adobe Suite preferred.
Responsibilities
- Under the direction of Museum Rentals management, create and maintain tools for vendors and clients to ensure successful event planning, including updated blank and sample floor plans (CAD and PDFs), diagrams of locations of utilities and rigging points, and Event Policies documents.
- Produce Event Coordinator Packets in coordination with Sales & Events team members.
- Maintain client and vendor files, databases, and electronic folders.
- Process subcontracted vendor invoices.
- Cultivate positive working relationships with key museum operating staff.
- Attend interdepartmental meetings to stay current on exhibit installations schedule and internal museum events.
- Coordinate upcoming event plans with other key museum departments (Operations, Facilities, Custodians, Floor, Curators, etc.).
- Investigate special requests by cross-checking with other museum departments.
- Produce and distribute Event Memos for each assigned event.
- Request staffing from other departments.
- Manage online database of Spacebooking requests and Spacebooking Google Calendar.
- Assess floor plans, timelines and other event plans submitted by clients and vendors for feasibility and safety. Suggest improvements and alternatives when appropriate.
- Work with vendors to ensure their insurance is current and accurate.
- Assess permit needs and streamline application process for vendors whenever possible.
- Secure outside services provided by the Exploratorium for events (security, event cleaning crew, etc.).
- Attend and conduct site visits with event vendors and clients.
- Gather information for and respond to client logistical questions.
- Lead and participate in on-call hiring and onboarding process.
- Lead and support ongoing on-call event staff training and projects to foster on-call staff engagement.
- Generate and distribute on-call staffing sign-up forms and work with the Museum Rentals management to make on-call staff assignments.
- Find on-call staff replacements for event shifts.
- Assess needs to determine suitable facility services.
- Work and supervise events; early mornings, evenings and weekends required.
- Assist with special projects as assigned.
Benefits
- includes benefits
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
