Venue Services Assistant

Annenberg Community Beach House; Santa Monica (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Annenberg Community Beach House in Santa Monica is seeking an administrative support professional to assist with venue services across the Beach House, Civic Auditorium, and other City venues. The role covers clerical duties, event planning assistance, and marketing support for diverse events.

You will respond to client inquiries, conduct tours, prepare proposals and cost estimates, and maintain detailed records while coordinating with operations and staff to ensure smooth events.

Qualifications

• Graduation from high school or the equivalent.
• Three years of recent, paid work experience performing guest relations in the hospitality industry is required, with heavy public contact.
• An Associate’s degree (or 60 semester units) may substitute for one year of the required experience.
• Experience coordinating events in a public or private community-oriented assembly facility is desirable.

Responsibilities

• Assist an Event Coordinator in planning and coordinating complex events within the division.
• Respond to client inquiries and conduct tours for prospective clients.
• Assist in the implementation of marketing and sales strategies for City venues.
• Prepare proposals, permits, invoices, reports, and event cost estimates and other documents.
• File and maintain records; perform data entry and recordkeeping.
• Coordinate with operations staff and confirm scheduling of events.
• Serve as liaison between venue, client and patrons; ensure contract compliance and safety regulations.
• Resolve client complaints and maintain high level of customer service.
• Provide clerical support for supervisory and administrative staff.
• Perform other related duties as assigned.

Skills

Event management knowledge

Customer service

Communication

Office software

Education

High school diploma or equivalent

Associate’s degree or 60 semester units substitute for one year

Tools

Microsoft Word

Microsoft Excel

Job description

Performs a wide variety of administrative support functions associated with venue services including clerical duties, sales and marketing support as well as special event rentals at the Annenberg Community Beach House, Civic Auditorium, and other venues throughout the City.

Representative Duties

Assists an Event Coordinator and/or other staff in planning and coordinating the most complex events within the Division. May assume responsibility for planning and coordinating less complex events, including those which are limited to one location, take place on one day, and require fewer administrative details.

Responds to client and patron inquiries and assists potential clients in achieving their desired event goals. Conducts tours for prospective clients.

Assists in the implementation of marketing and sales strategies for City venues.

May prepare and compose a variety of written materials including proposals, permits, invoices, reports, scaled diagrams, brochures, calendars, event billing and cost estimates and other documents pertinent to venue services.

Files and maintains a variety of records, forms, documents, and correspondence. Develops and maintains recordkeeping systems and performs data entry as assigned.

Coordinates with operations staff and confirms scheduling of events.

May serve as the liaison between the venue, client and patrons, and ensures compliance with terms of the contract, City policies and procedures, City, County and State fire and health regulations and safety codes while maintaining a high level of customer service.

Remains accessible during assigned events, responding to and resolving event problems or complaints from clients and patrons, maintaining a high level of customer service.

Receives and records guest/client complaints. Assists the Sales and Marketing Coordinator in resolving client disputes and discrepancies.

Exercises technical and/or functional supervision of operations staff, as assigned.

Provides clerical support for supervisory and administrative staff.

Performs other related duties, as assigned.

Requirements

Knowledge, Skills and Abilities

Knowledge of

• Principles and practices of event management.
• Event scheduling and booking principles and procedures.
• Record keeping, accounting and cash handling techniques.
• Business English, spelling, punctuation and grammar.
• Modern office procedures, practices and equipment.
• Effective customer service techniques.

Ability to

• Effectively present information and respond to questions from clients, patrons, City staff and the public.
• Establish and maintain a cooperative working relationship with event organizers, City employees, various businesses and agencies and the general public.
• Function independently and as a member of a team, often under pressure.
• Monitor the quality of service provided to clients and make recommendations regarding improvements in order to retain and attract clients.
• Work within tight, frequently changing, multiple deadlines.
• Maintain accurate, accessible correspondence and financial records.
• Provide effective customer service.
• Maintain confidentiality.

Skill in

• Using a personal computer and applicable software applications.
• Working effectively with persons from diverse social, cultural and economic backgrounds.

Education, Training and Experience

• Graduation from high school or the equivalent.
• Three years of recent, paid work experience performing guest relations in the hospitality industry is required. Experience must include heavy public contact.
• An Associate's degree (or 60 semester units at an accredited college or university) may substitute for one year of the required experience.
• Experience coordinating events in a public or private community-oriented assembly facility is desirable.

Licenses and Certificates

• Possession of a valid Class C driver license.

Supplemental Information

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our employees are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call [phone], TDD [phone] (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three workdays prior to the examination.

NOTE

You must submit a copy of your college level transcripts or diploma with your application if you wish for your education to substitute for one year of the required work experience. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so will result in your application being disqualified. You may upload and attach a scanned copy of your transcripts or diploma to your on-line application or e-mail a copy to [e-mail].

SELECTION PROCESS

All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.

Testing may consist of the following

• Practical Test: Qualifying (Microsoft Word and Excel)
• Oral Interview

NOTE

If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

BACKGROUND INVESTIGATIONS

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

WORKING CONDITIONS

The work is regularly performed in a fast-paced work environment with many interruptions from telephones, employees and the public. Responds to emergency situations related to events. Frequently responds to inquiries and complaints from clients, patrons, and staff. Requires the ability to work a flexible schedule, including late nights, early mornings, long days, weekends and holidays. Physical demands include walking, standing, kneeling, bending, reaching and lifting up to 25 lbs., exposure to outdoor elements, noise, dust, and seasonal weather conditions.

Source: Hospitality Online