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Event Logistics Supervisor

SUMMARY

The Event Logistics Supervisor is responsible for the smooth coordination and execution 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 Director of Museum Rentals & Concessions.

 

ESSENTIAL FUNCTIONS

Event Planning Support

  • Create and Maintain tools for vendors and clients to ensure successful event planning:
    • Updated blank and sample floor plans (CAD and PDFs)
    • Diagrams of locations of utilities and rigging points
    • Event Policies Document
    • Others as determined
  • Produce Event Coordinator Packets in conjunction with Sales & Events team members.
  • Maintain client files and electronic folders.
  • Work events; early mornings, evenings and weekends required.

Internal Coordination

  • 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.

External Coordination

  • 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 assess permit needs and streamline application process for vendors whenever possible.
  • Assist vendors with applying for their required permits
  • Secure outside services provided by the Exploratorium for events (security, event cleaning crew, etc.).
  • Attend and conduct site visits with event vendors.
  • Gather information for and respond to client logistical questions.

Responsibilities in Supervision

  • Lead and participate in on-call hiring and onboarding process.
  • Lead and support ongoing on-call event staff training.
  • Lead and support 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 when necessary.
  • Assess needs to determine suitable facility services.
  • Work and supervise events as necessary; evenings and weekends required.
  • Process subcontracted vendor invoices as needed.
  • Assist with special projects as assigned.

 

MINIMUM QUALIFICATIONS

  • BA/BS and two years of event logistics coordination experience or professional equivalent including managerial experience.
  • Proficiency in Word and Excel required.  Proficiency in Salesforce.com, Gmail, Google Calendar, Google Docs, AutoCAD and Adobe Suite preferred.
  • 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.

 

APPLICATION DEADLINE

This position is open until filled.

 

This is a regular, full-time, exempt, management position, which includes benefits. Please, no phone calls in regards to this job.

The Exploratorium is committed to providing equal employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, ancestry, genetic information, citizenship, marital status, pregnancy, veteran’s status or any other class protected by applicable law.

 

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