Event Administrator 3

Job Description

Job Description

The Event Administrator 3 provides professional event support.

Major Duties :

• Maintains a “Shared Drive” providing all relevant information regarding the scheduling usage of auditorium, conference rooms, and training rooms, and coordinates with all CA’s directorates on scheduling these facilities;
• Liaises with other bureaus / departments about meeting requirements;
• Acknowledges and / or responds within four (4) business hours and processes within one business day all conference / meeting and event reservation requests;
• Performs administrative tasks such as developing various room setup schemes, coordinating the storage and distribution of furniture, materials, parts, supplies and equipment as necessary;
• Oversees the other Event Administrators duties and tasks;
• Prepares and maintains records of items delivered and / or used;
• Coordinates with the IT personnel and all necessary systems support staff for audio / visual, facility and IT support needs;
• Monitors meeting progress to ensure start and end times are adhered to so as to avoid any room schedule conflicts;
• Tracks and provides weekly reports on all supply and maintenance orders / request for auditorium, conference, and training rooms;
• Assists the Event staff with administrative and / or hands-on tasks, such as delivering, moving, packing / unpacking furniture and other office goods and equipment;
• Along with Event Specialist, confirms proper storage and security of the auditorium assets by performing daily start and end of business day checks of spaces and assets when unlocking and / or securing spaces;
• Maintains record of inventory transactions;
• Along with IT Project Management Specialist, schedules maintenance for auditorium, training, and conference room equipment;
• Troubleshoots and reports within two (2) business hours any auditorium equipment malfunctions and / or failure;
• Escorts contractors as required;
• Assists auditorium users with quotes for services such as translation, catering, etc. and maintain record of any CA expenses incurred;
• Provides clients with layout options for events;
• Assists auditorium clients in complying with security requirements for equipment and visitors;
• Maintains a clean appearance of facilities and furnishings;
• Moves office, conference room, or classroom furniture such as tables, desks, chairs, cabinets, easels, bookcases, etc. within rooms and / or across buildings;
• Moves furniture or other office items in support of the set-up and take down activities for meetings, public events, or conferences;
• Picks up trash and performs light cleaning duties of the rooms, offices or conference areas;
• Performs other related duties as required or deemed necessary to meet the needs of the assigned buildings or areas;
• Loads / unloads equipment onto or off of delivery vehicles, moves furniture to designated locations;
• Escorts contractors as required; and
• Assists support services specialists with billing, as needed, for additional expenses related to auditorium, conference and training room usage.

Professional Qualifications / Skills :