Associate, Conference And Event Services

Pew Charitible Trusts Washington , DC 20319

Posted 2 weeks ago

Overview

The Pew Charitable Trusts uses data to make a difference. For more than 70 years, we have focused on serving the public, invigorating civic life, conducting nonpartisan research, advancing effective public policies and practices, and achieving tangible results. Through rigorous inquiry and knowledge sharing, we inform and engage public-spirited citizens and organizations, linking diverse interests to pursue common cause. We are a dedicated team of researchers, communicators, advocates, subject matter experts, and professionals working on today's big challenges and we know we are more effective and creative collectively than we are individually. With Philadelphia as our home town and the majority of our staff located in Washington, DC, our U.S. and international staff find working at Pew personally and professionally rewarding.

Wise stewardship of resources allows Pew employees to pursue work that strategically furthers our philanthropic mission in significant and measurable ways. We collaborate with a diverse range of philanthropic partners, public and private organizations, and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society. Pew attracts top talent, people of integrity who are service-oriented and willing to take on challenging assignments. We provide competitive pay and benefits, a healthy work-life balance, and a respectful and inclusive workplace. Pew employees are proud of their colleagues, proud of where they work, and proud of the institution's reputation.

Department OverviewThe Workplace Services (WPS) Department manages Pew's integrated facilities management portfolio, a state-of-the-art Conference Center, event and the organizations enterprise wide organizational continuity management program. The department consists of the following core functions:Conference and Event Services (CES) Integrated Facilities Management (IFM) Organizational Continuity Management (OCM)Conference and Event Services The conference and event services staff, a highly guest service oriented team, develops the standards and oversees all functions related to meeting operations, housekeeping, physical aesthetics of the meeting space, conference center maintenance and service contracts and capital projects including asset replacement related to the conference center. Staff is also responsible for facilitating all internal and external meeting set-ups including catering services, audio visual and contracts for external meetings in hotels and conference centers. Staff brings together the right mix of external vendors and staff to lead the meeting areas from first inquiry through delivery of all services required for the day-to-day operation of the event, including finalization of all billing to internal and external guests.This highly guest service oriented team develops internal and external policies and procedures concerning event management requiring group rooms and effectively plans all the logistics of the meeting including room setup, audio visual, transportation, housing and food and beverage and any other needs.Conference and Event Services OverviewThe Associate, Conference and Event Services, is responsible for ensuring coordination between Pew event planners, AV vendor, catering vendor and Non-Pew event planners. This position will interact with above listed contacts to ensure all meeting and conference needs are being met, exceeded and proper communication between all parties is occurring on an on-going basis. The Associate reports to the Associate Manager, Conference and Event Services located in Washington, DC.The Associate maintains the following key relationships:

  • Internal: Pew staff and associates, Board Members, Pew guests and consultants.

  • External: AV vendor employees, catering vendor management, set-up and wait staff, non-Pew event planners, non-Pew guests, hotel staff, visitors and other vendors.

Responsibilities

  • Maintain knowledge of:

  • Daily schedule of Pew and non-Pew events, times, locations, amount of people and specific requirements.

  • Location of all conference space, room capacities, set-ups, names of meeting rooms and immediate directions to all meeting rooms.

  • All conference room features, services and hours of operations.

  • All policies and procedures as related to the conference facilities.

  • All food and beverage menu selections and options.

  • Safety guidelines.

  • Ensure the Pew standards for all meetings, catering and other functions are met and enforced.

  • Assist administrative assistant with pre-calls for meetings as needed.

  • Attend daily Banquet Event Orders meetings, communicate changes as appropriate and ensures accuracy of daily function space.

  • Monitor all instructions as set forth in paperwork as generated from meeting software with regards to meeting set-up, AV requests and catering needs on a daily basis. Non-compliance should be addressed with appropriate parties.

  • Prepare F&B estimates for internal and external groups.

  • Assist other departments with making hotel reservations in DC and Philadelphia when administrative assistant is absent.

  • Ensure all billing with respect to hotel stays is properly documented and processed for payment when administrative assistant is absent.

  • Prepare conference center reports.

  • Work with manager regarding work assignments in accordance with departmental procedures.

  • Conduct daily walk through of conference space and communicate concerns when appropriate.

  • Conduct site inspections with Pew & non-Pew event planners.

  • Anticipate guest needs, respond promptly and acknowledge all guests. Promote positive guest interactions at all times.

  • Monitor and facilitate complaints, take ownership and resolve to guest satisfaction.

  • Monitor and maintain cleanliness and working condition of departmental equipment, supplies and work area.

  • Provide feedback to staff and vendors when and where appropriate.

  • Promote a cooperative work environment amongst internal and external guests.

  • Complete all paperwork and opening duties in accordance with standards. Complete all paperwork and closing duties in accordance with standards.

  • Monitor all food functions (breakfasts, coffee breaks, lunches and receptions) in the conference facility.

  • Practice Pew standards and energize the philosophies of Pew in interaction with internal and external guests and represent The Pew Charitable Trusts in a positive, helpful, respectful and considerate

  • manner in their interactions with all guests.

  • Act as back-up to administrative assistant, conference center.

  • The Associate, Workplace Services, Conference and Event Services reports to the Associate Manager, Conference Center and Event Operations located in Washington, DC.

  • Any additional duties as assigned.


Event Management Responsibilities

  • Assist with the planning and execution of all of The Pew Charitable Trusts' events, meetings and conferences that require group room nights in Washington, DC and throughout the U.S. as directed by the

  • Senior Associate, Event Management.

  • Assist with ensuring that all logistical details, including organizing food and beverage, handouts, travel, housing, and meeting space for all The Pew Charitable Trusts events, meetings, and conferences are run effectively.

  • Assist with finalizing menus, room setup, A/V, for all events.

  • Work directly with travel management company for approval on flights that are over the approved amounts in absence of the senior associate only.

  • Respond to all attendee questions in a timely manner for each event.

  • Serve as liaison for all meeting-related vendors in absence of senior associate.

  • Create registration pages, invites and all communication to attendees for all The Pew Charitable Trusts' events through the online event management software system, Cvent.

  • Thoroughly knowledgeable in the online event management software system, Cvent. Knowledge of SalesForce is preferred.

  • Develop and manage meeting and event related budget through all phases of event planning.

  • Attends regular scheduled meeting with senior associate and programmatic staff to seamlessly coordinate program content with event logistics.

  • Provide necessary information to programmatic staff to ensure that they fulfill their post event reporting to legal and government relations of federal or state employees attending Pew events.

Impact

  • Ensure effective, efficient and user-friendly support to staff in the Washington, DC office and other locations as needed. Interface with internal and external guests is timely and responsive, providing a seamless interaction.

Requirements

  • Associate's Degree in Event, Hospitality and Tourism Management, Marketing or related discipline.

  • A minimum of one year of experience in the hospitality industry or associated posts.

  • Ability to interpret policies, keep records to meet legal requirements, counsel employees and solve problems.

  • Strong attention to detail and insistence on accuracy. Develop and maintain quality control procedures to ensure accuracy and completeness of work.

  • Able to build sophisticated spreadsheets, summarize results and make recommendations. Solid judgment.

  • Demonstrated guest service skills. Highly responsive to internal clients and their needs.

  • Strong communication skills; ability to work in groups and individually to meet goals; ability to understand organizational structure and work through administrative systems.

  • Able to work effectively in a fast paced environment where standards are high and information is processed expeditiously and efficiently.

  • Able to confidentially maintain personal information. Understands and respects the sensitive nature of information and manages this responsibly to ensure issues are handled discreetly, effectively and efficiently.

  • Strong interpersonal skills, including relationship management, tactful negotiation and diplomacy. Maintains a guest service demeanor at all times.

  • Demonstrated organizational skills. Able to manage multiple projects and move quickly from one to another. Displays flexibility and ability to balance competing priorities..

  • Excellent verbal and written communications skills (including proofreading and editing) that demonstrate a clear expression of ideas, thoughts and concepts. Able to express oneself concisely. Comfortable asserting oneself in both one-on-one and group settings. Clear and direct communication style so that sensitive situations and complex tasks are handled discretely, effectively and efficiently.

  • Solid judgment. Able to learn quickly. Proactive, independent problem solving ability and able to make decisions after reviewing various courses of action. Makes appropriate decisions or choices based on understanding alternative courses of action and potential repercussions.

TravelMinimal travel may be required during the orientation period. Thereafter, day and overnight travel will be required within the DC area for conferences, as well as overnight travel for Nation-wide conferences.

Total RewardsWe offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.


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Associate, Conference And Event Services

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