Event Services Specialist*

Madison, City of (WI); Madison (WI); On-site; USD 40,000 - 60,000; Full time

Job summary

The City of Madison Public Library seeks an Event Services Specialist to manage private and public events, including room reservations, vendor coordination, and space use policies. This role serves as on-site point of contact and coordinates with caterers, maintenance, and AV staff.

You will train and supervise interns and volunteers, provide public tours, and ensure a welcoming experience while upholding library policies.

Qualifications

• Two years of experience in customer service policies, event planning practices, and related software.
• Associate degree in listed fields and one year of responsible administrative support experience.
• Bachelor’s degree in listed fields.
• Equivalent training/experience may be considered.

Responsibilities

• Coordinate private, public, and meeting room reservations including registrations and attendance data.
• Provide tours to potential renters.
• Liaise with caterers and other vendors.
• Inform the public about facility rental fees and policies.
• Create event layouts and detailed timelines.
• Direct maintenance, security staff, and AV during events.
• Serve as on-site specialist to ensure a positive customer experience.
• Monitor and troubleshoot Audio Visual (AV) and technology.
• Document and assess space use policy.
• Assess and establish space use pricing relative to market rates.

Skills

Leadership

Organization

Customer service

Communication

Team collaboration

Education

Associate degree in Business Administration / Communications / Event Management / Hospitality Management / Marketing / Public Relations / Sales Management or related field

Bachelor’s degree in Business Administration / Communications / Event Management / Hospitality Management / Marketing / Public Relations / Sales Management or related field

Tools

Microsoft Excel

Outlook

Word

Job description

The Madison Public Library is looking to hire an Event Services Specialist! This is responsible administrative and programmatic work, involving all aspects of event services, including but not limited to room reservations, building rentals, caterers, bar service, and other vendors associated with rental events. The work includes serving as the weekend operations manager providing administrative support, program coordination of services, as well as serving as a resource to the public, staff, and volunteers. The position will work closely with the public, vendors, renters, and must be able to communicate in a positive manner while still requiring that visitors and rental clients follow appropriate Library policies and procedures.

Skills needed for this position include:

• Strong leadership skills with the ability to train, support, and guide team members.
• Excellent organizational, multitasking, and attention-to-detail skills in a busy environment.
• Exceptional customer service and communication skills with a commitment to creating a welcoming experience for all guests.
• Ability to collaborate effectively with staff across departments, vendors, and external partners.

HOURS: Standard work hours are 8:15 am to 5:00 pm, Monday through Friday; however, the work schedule requires flexibility, including working evenings and weekends depending upon service needs.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Coordination for MPL Events

• Coordinate private event, public event and meeting room reservation details including registrations, contracts, reservation and attendance data.
• Provide tours to potential renters.
• Act as liaison with caterers and other vendors.
• Inform the public about facility rental fees and policies.
• Create event layouts and detailed timelines.
• Direct Maintenance staff on event set up and clean up and security staff.
• Serve as on-site specialist for private and public events to ensure a positive customer experience.
• Monitor and troubleshoot Audio Visual (AV) and technology.
• Document and assess space use policy.
• Assess and establish space use pricing relative to market rates.

Administrative Office Support

• Provide customer service in the Administration office via phone, email and in person.
• Provide backup for other administrative office staff.
• Train and direct interns, event aides, and volunteers.
• Act as a liaison with other Library departments to ensure effective events communication.
• Provide referrals to managers and provide first-line complaint resolution.
• Back up security monitors.

Miscellaneous

• Foster community through a commitment to continued personal growth, specifically in the areas of racial equity and social justice.
• Actively participate in staff meetings, system-wide meetings, etc.
• Engage with co-workers positively and constructively to help improve processes and communication across our buildings and systems.

Perform other duties as assigned.

Qualifications

• Two (2) years of experience in applying the following:
  • Customer service policies and procedures;
  • Event planning practices and procedures;
  • Computers and computer software applicable to the duties of the position, including Microsoft Excel, Outlook, and Word (or similar programs/applications).
• Associate’s degree from an accredited college or university in Business Administration, Communications, Event Management, Hospitality Management, Marketing, Public Relations, Sales Management, or a closely related field; AND
• One (1) year of responsible administrative support experience that included significant administrative responsibilities involving complex clerical, administrative, and/or accounting/financial systems and procedures.
• Bachelor’s (or higher level) degree from an accredited college or university in Business Administration, Communications, Event Management, Hospitality Management, Marketing, Public Relations, Sales Management, or a closely related field.

Other equivalent combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills, and abilities necessary to perform the duties of this position will also be considered.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore, successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of the knowledge, skills and abilities, please view class specification.

Ability to meet transportation requirements.

Physical Requirements

• Ability to lift/carry up to 50 pounds.
• Ability to reach, bend, and sit and/or stand and walk continuously for long periods of time.
• Ability to work in environments with amplified sound for extended periods.
• Ability to assist with moving tables, chairs, and other room set-up items.

*Payroll title is Program Assistant 1 - Library