Event Operations Associate

Onyxteams; San Diego (CA); Hybrid; USD 28,000 - 41,000; Full time

Benefits offered by this job

Health care benefits

Wellness stipend

Hybrid/remote-friendly

Job summary

Onyx Offsites & Trainings in San Diego seeks an Event Operations Associate to coordinate programs for in-person and virtual events. You will support the Director of Operations, preparing participant sheets, coordinating vendors, and handling packing, packaging, and inventory.

Hybrid/remote work is possible for computer duties with weekly virtual meetings. After a 3-month intro, you’ll lead client communications, manage event logistics, and share tasks with the operations team.

Qualifications

• Exceptional organizational skills and enjoys attention to detail.
• Ability to accomplish projects with little supervision.
• Strong computer skills, Mac and Google Drive specifically (Google Sheets experience is a must).
• Proficient administrative skills in Excel and Word.
• Must have a valid driver’s license.
• Must be able to lift up to 50lbs.
• Flexibility in schedule (occasional travel, evenings and weekend work).

Responsibilities

• Event logistics and operations administrative work.
• Reports to Director of Operations/CEO.
• Coordinate pre- and post Corporate Event logistics with the team.
• Excellent client communication via email, text, video call, and phone.
• On-site staff management and clear arrival process.
• Lead emcee briefing prior to events with the emcee.
• Create Participant and Staff paperwork and signage; Canva designs.
• Create Slide Decks for Events and prepare program materials.
• Sourcing donations or program supplies; manage Google Calendar invites.
• Packing out gear and inventory; maintain warehouse organization.
• Maintain company vehicles and warehouse upkeep.

Skills

Organizational skills

Attention to detail

Project management

Driver’s license

Packing & physical labor

Flexibility in schedule

Excel/Word proficiency

Google Drive / Google Sheets

Tools

Google Sheets

Excel

Word

Canva

Google Calendar

Job description

Onyx Offsites & Trainings is a premier experiential education company that provides team building, organizational development programs, offsite retreats, and virtual experiences to companies around the globe with a primary focus locally here in San Diego. Our mission is to help other companies connect on deeper levels to promote a positive company culture.

Join our team as a new Event Operations Associate. The Event Operations Associate will handle the program and logistics coordination for both in-person and virtual events. This role starts out supporting the Director of Operations, completing program plans, making participant sheets, contacting nonprofit and vendor partners, completing site diagrams, sourcing program supplies, collecting packages, inventorying program packouts, creating staffing calendar invites, and other duties as assigned. After a 3-month introductory period, the Event Operations Associatewill begin independently operating programs and self-delegating tasks such as taking the lead on client communication, program management, and shared task load of operating events with other operations team members.

A typical week would be spent on program planning and coordination, preparing materials for in-person programs, or handling shipping needs and inventory for programs. This position would be ideal for an event planner who enjoys details and planning but also likes to do the manual labor of packing out gear, loading it, and ordering and sourcing materials. This job is 70 percent computer work and 30 percent physical tasks (packing gear, on-site at programs, running errands). During the first 3 months, this role will require a lot of in-person collaboration with the Director of Operations. On days with computer work hybrid/remote work is possible though you will have standing synchronous weekly virtual meetings.

What team members love about working at Onyx:

Autonomy, bosses who recognize we’re all “human,” casual days mixed with professional client-facing days, schedule flexibility (if you want to workout at 12:00pm you can as long as it doesn’t negatively impact your meetings and client/program needs), transparency from leadership, ability to suggest organizational improvements and implement new business initiatives, creating culture, connection and change.

If the following describes you, keep reading:

Adaptable, proactive, willing to learn, careful, considerate, detail-oriented, organized, focused, self-motivated, and collaborative, you triple-check your work, have excellent time management skills, creative and solution-oriented, team collaborator

There is an element of this job that requires you to be forward thinking in a creative solution oriented way. There aren’t always S.O.P. 's to black and white outline the functions of the process. i.e. for a custom program we haven’t operated before you need to be comfortable and confident creatively and logistically designing the program and decision making including on site design, flow, ordering, staffing. This won’t be expected immediately but is a goal of every planner we hire.

Key Job Function/Responsibilities

• Event logistics and operations administrative work
• Reports to Director of Operations/CEO
• Responsible for being a key team member on the Operations Team pre and post Corporate Event logistics including:
• - Self managing timelines for deliverables for events (in collaboration with Director of Operations)
• - Excellent client communication via email, text, video call, and phone call leading up to the event
• - Excellent on-site staff management including clearly organized arrival process, frequent communication, and positive leadership.
• - Lead Emcee briefing prior to events with the emcee you hired
• - In-Person and Virtual Program Paperwork
• -- Creating Participant facing paperwork (Participant sheets, Non-Profit Information sheets, Rotations, Signage)
• -- Creating Staff facing paperwork (Facilitator sheets, Rotations, Inventory, Pack-out)
• -- Creating designs and working in Canva for event signage
• -- Creating Slide Decks for Events
• -- Sourcing Donation items or other needed Program Supplies
• -- Creating Google Calendar Staff Invitations
• -- Communicating event expectations to staff
• - Program Pack-Outs and Gear Organization
• -- Pulling the necessary gear from warehouse shelves and packing out for programs
• -- Keeping initiatives and gear organized
• -- Purchasing additional supplies in-person and online for programs
• -- Program De-rig of all gear to its proper place, keeping gear organized
• -- Upkeep of program gear including cleaning, repairing, and replacing necessary items
• -- Upkeep and purchasing of backstock warehouse supplies
• -- Maintenance and general upkeep and organization of warehouse
• -- Maintaining Company Vehicles - car wash, gas, tires, oil, etc

Necessary Minimum Qualifications:

• Exceptional organizational skills and enjoys attention to detail
• Ability to accomplish projects with little supervision
• Strong computer skills, Mac and Google Drive specifically (Google Sheets experience is a must)
• Personality fit with our team and belief in our core values!
• Ability to manage multiple projects and meet multiple deadlines
• Must have valid driver’s license
• Must be able to lift up to 50lbs.
• Ability to pack bins and vehicles efficiently, effectively, and in a timely manner
• Flexibility in their schedule (occasional travel, evening and weekend work)
• Proficient administrative skills in excel and word

Position Pay Rate: Full time position, overtime hours possible (but not guaranteed) during peak seasons. Hourly at $25.00 per hour. Health care benefits, $500 yearly wellness stipend, and other benefits are available.