Event Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Summary

As the first point of contact for the UBC Robson Square Event Planning team the Event Assistant confidently and efficiently coordinates clients event inquiries from initial booking through to contract includes creating and confirming room audiovisual and catering bookings while ensuring our clients and their guests have positive experiences with UBC Robson Square by working flexibly and collaboratively within a high-profile cross-functional team environment. The Event Assistant also provides front-line customer service event support and front counter information services. The administrative event and reception duties will be performed at the front desk as part of a dynamic team that creates an energetic responsive environment. This position is 1.0 FTE (35 hours/week).

Organizational Status

Reports to the Relationship Manager.

Work Performed

• Responds to walk-in telephone and email booking inquiries from prospective and existing up in a timely manner with appropriate venue information to secure the new bookings to the Event Planning team based on established criteria including event requirements and upcoming booking volume.

• Greets and checks in with clients on their event date and verifies accurate delivery of event services. Liaises with catering and event services team to ensure any last-minute requests and issues are addressed including audiovisual equipment changes to catering orders additional signage or photocopying. Relays day-of event information to the Event Planning team in a timely and accurate manner.

• Enters a considerable volume of basic to moderately complex event details into in-house software. Details include room booking setup catering and audiovisual equipment.

• Prepares and issues client contracts event confirmations and other correspondence.

• Schedules and conducts site tours for new clients.

• Attends weekly events/supplier meetings; Helps in relaying information from the client to service providers such as AV requirements and catering information.

• Tracks cancelled events and lost business in a cancellations log.

• Provides clerical support to the event planning team and management such as generating reports using in-house software sending reminders for outstanding contracts/deposits updating policy and training manuals etc.

• Assists with other front desk duties as required (couriers mail building requests back up to main reception telephone line break relief track front desk traffic) and event tasks (tracking booking requests) as appropriate.

Consequence of Error/Judgement

Decisions could have significant impacts on public perceptions of UBC and UBC Robson Square both positive and negative. Service quality program activity and community consideration are keystones of the facility and all very visible to the public in this downtown location. Poor decisions errors and/or inept coordination could result in embarrassment for the University diminution of its prestige and credibility and potentially significant negative financial implications.

The mandate of UBC Robson Square is to provide consistently excellent customer service to all clients and colleagues who use the facility. UBC Robson Square is a team environment where staff members consistently go above and beyond the call of duty to ensure each event is successful and that every customer is satisfied. From initial consultation to event management to final invoicing it is critical that the Event Assistant provide prompt professional service at all times and under all circumstances.

Supervision Received

Reports to the Relationship Manager.

Supervision Given

None

Minimum Qualifications

• High School graduation plus one year of post-secondary education plus 3 years of related training in event services or conference services OR an equivalent combination of education and experience.

• Tourism or hospitality certification is an asset.

Preferred Qualifications

• Superior customer service skills and experience is essential. Ability to provide quality service to customers in a courteous patient and professional manner.

• Ability to communicate professionally and effectively verbally and in writing.

• Ability to be thorough accurate and have a high level of attention to detail.

• Ability to effectively manage multiple events tasks and priorities with a high degree of accuracy.

• Ability to work effectively independently and in a team environment.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to develop and maintain cooperative and productive working relationships with service providers colleagues and clients.

• Ability to effectively use MS 365 at an intermediate of venue management software environments is an asset.

• Takes initiative to find appropriate solutions to problems and answers to questions.

• Ability to work flexible hours including evenings and weekends as necessary.