Program Assistant ( Event Management )

ACL Digital; Boston (MA); On-site; USD 21,000 - 34,000; Part time

Job summary

ACL Digital is seeking a Program Assistant / Operations Manager for on-campus support in Allston, MA. This 3-month, 24-hour-per-week role involves greeting visitors, handling calls and emails, and assisting with event setup and wrap-up.

Preferred background in event management or theater production, strong customer service, and proficiency with MS Office and databases. Occasional early mornings/evenings may be required.

Qualifications

• Preferred event management experience in theater, production, or event companies.
• Strong customer service and ability to adapt quickly in a fast-paced setting.
• Comfortable filling gaps, taking initiative, and handling multiple tasks.

Responsibilities

• Welcome in-person visitors to the Ed Portal, answer calls, and respond to emails as directed.
• Develop familiarity with Ed Portal programs and connect visitors with resources.
• Record information for tracking purposes using established procedures.
• Greet and check-in program participants.
• Set up and break down event spaces; support on-site logistics for events.
• Coordinate with internal service providers to facilitate service calls and repairs.

Skills

Customer service

Event management

Database systems

MS Office

Adaptability

Tools

AV equipment

Outlook/Word/Excel

Job description

Title: Program Assistant / Operations Manager ( Event Management )

Location: Allston, MA 02134

Duration: 03 Months

Work Schedule 100% on campus, 24 hours a week

Must complete - I-9, 3 references and CORI/SORI

Monday – Thursday: 2pm to 7pm

Friday: 1pm to 5pm

Occasional early weekday mornings (starting at 9am) and evenings (until 9pm), as business and program needs may dictate.

Preferred Experience:

Previous event management experience. Experience in theater management, event production, or working for an event production company.

Strong customer service skills. Ability to adapt quickly in a fast-paced environment., Comfortable filling gaps, taking initiative, and supporting a variety of tasks as needed. Flexible, resourceful, and able to respond effectively to changing priorities.

Job Responsibilities:

Welcome in-person visitors to the Ed Portal, answer incoming calls, and as directed, respond to email messages.

Develop a general familiarity with Ed Portal programs and connect visitors and callers with the available resources and/or programs.

In accordance with established procedures and as directed, record relevant information and data for tracking purposes.

Greet and check-in program participants.

Support programs and events in accordance with event plans and as directed by supervisor. This work will include setting up and breaking down event spaces.

When onsite, supervise day of logistics connected to the delivery of programing (acceptance of food orders, distribution of materials, responding to program participants operational questions, etc.…), including confirming assigned operational tasks have been completed.

In coordination of supervisor, serve as onsite contact for internal service providers such as Client University IT, Client Facilities Maintenance, Client Real Estate Services, Client Recycling, in order to facilitate service calls, repairs and completion of scheduled work.

The needs of this role may evolve, and there is the potential for the hours this role works to expand to 35-hours a week and for it to assume responsibility for two additional tasks:

Development of operations plans/runs of show for Ed Portal events; and,

Supervise directly and indirectly members of the Ed Portal operations team, ensuring facility, coverage and operational needs are met.

Required Technical Skills/Knowledge:

Ability to work the following hours in-person:

Competency in Microsoft Office applications, particularly Outlook, Word and Excel, and Google Drive/Google apps

Prior experience with database systems

Previous customer service experience (hospitality, retail, service industry)

Event management experience: including customer service, event flow, AV troubleshooting, and crowd management

A high level of emotional intelligence

Ability to lift up to 50 lbs.

Description:

The Program Assistant will be responsible for administratively supporting one or more established Client programs that serve faculty, staff, students or executive education participants. Provides customer service to those directly served by the program as well as key clients or institutional stakeholders such as employers and corporations, research sponsors, alumni groups, government agencies, community groups, professional and scholarly societies, peer institutions and nonprofits. Responsibilities may include answering phones, providing customer service, maintaining program related data on spreadsheets, preparing program materials such as handouts, binders, nametags, and table tents. Obtains copyright permission for materials. Edits and proofreads documents. Assists with classroom and meeting room set up including AV and catering. Supports special events which may occasionally entail working early or late hours with appropriate overtime compensation.

Provides administrative and clerical support for program registration, admissions and program assessment by tabulating program evaluations and preparing summary reports. Assists with processing continuing education credits. Produces meeting or conference notes upon request. Runs errands when necessary and performs other job related duties as required to support program.

Key skills including high attention to detail, excellent oral and written communication skills essential, quick learner, ability to multitask and handle multiple priorities under strict deadlines and a fast paced environment, intermediate or better proficiency in Microsoft Office (Word, Excel, PowerPoint) and databases. Knowledge of A/V equipment helpful. Customer service orientation essential. Some heavy lifting of program materials and classroom supplies may be required