Job Listing: Leads Events Assistant (James Madison's Montpelier)

Title: Lead Events Assistant

Department: Events

Reports To: Senior Director of Public Engagement

FLSA Status: Full Time - non exempt

EOE Statement: The Montpelier Foundation at James Madison’s Montpelier is an equal opportunity workplace through the development of programs and positions specifically targeted toward attracting a diverse pool of applicants.

Category: Operations

Description   

WORK OBJECTIVES The Lead Events Assistant is responsible for executing high-quality events and hospitality services that enhance guest experience and support organizational objectives. This role ensures seamless event operations through exceptional customer service.

DUTIES

• Work in coordination and support of all site-wide events, programs, and hospitality as needed.
• Works with the Advancement team in planning, organizing, and staffing events and assists the Office of the President as needed.
• Work closely with Facilities Department to ensure rental/events spaces are cared for and properly cleaned at all times including, but not limited to, the Visitor Center, Lewis Hall, Claude Moore Hall, Village Housing, catering kitchens, lobbies, and classrooms.
• Meets regularly with designated internal customer or external client staff to coordinate all details for assigned activities or events
• Maintain reservations and invoices for Village Housing and adding to Master Calendar.
• Contact and contract cleaners for Village Housing and other spaces as needed.
• Set up and cleaning of Village Housing as needed.
• Set up any event space as needed.
• Set-up, break down, and serve breakfast, lunch, breaks, receptions and dinner for Seminars and similar programs as needed.
• Practice proper food safety and ServeSafe practices in all food prep and service areas.
• Restock and organize the kitchen with attention to detail.
• Perform light cleaning and trash removal in the classroom and bathrooms when guests are in-house.
• Ensure proper clean-up and tear-down after all events: remove trash, lock buildings after all evening and/or weekend events.
• Make room keys and welcome packets as needed.
• Maintain an organized event and linen supply space and inventory to ensure we are stocked on all needed supplies for each event.
• Order and purchase supplies as needed.
• Book and work with caterers and suppliers to arrange for food, beverage, and equipment service.
• Help secure vendors for events and programs as needed.
• Responds to all inquiries as assigned and in coordination with other Events staff.
• Creates a housekeeping timeline for all assigned upcoming events.
• Works evenings, weekends, as well as off-site events as determined necessary by each specific event’s logistics and staffing requirements.
• Help train new Events employees.
• Other duties as assigned.

To Apply, visit Montpelier.org or send application materials directly to Jennifer Sohnn, jsohnn@montpelier.org