Events Operations Assistant

3HO Foundation Published: March 7, 2017
Job Type
Category
Hours per week
20
Start Date
ASAP
Company Location
Espanola, NM

Description

The Events Operations Assistant is a part time - 20 hour per week position on-site in Espanola, New Mexico.  The role of the Assistant is to support the day-to-day requirements of planning, organizing and implementing our core events and to support the Director of Events. Responsibilities include logistics and administrative tasks related to the management and development of all 3HO events including Summer Solstice Sadhana Celebration, Winter Solstice Sadhana Celebration, International Women's Camp, Khalsa Youth Camp and International Peace Prayer Day.  Just prior to and during events this position may require extended work hours, including evenings and weekends. Minimum travel is required for the position.
Job Duties and Responsibilities

 

Project Management
  • Work in collaboration with Events Director and Events support staff to upgrade, update or implement new policies, procedures and systems to improve the efficiency and effectiveness of all event areas.
  • Improve and monitor Event Department performance and efficiency through reporting and project management.
  • Support the process of evaluating and improving event operations and event needs both financially and materially for future years' planning.
  • Assist in preparing budgets for all Event projects.
  • Assist in managing expenses before and during events to stay within budgets and completing relevant invoices and PO's.
  • Maintain Standard Operating Procedures for Event-related operations.
  • Supports RFP process works with potential and existing event suppliers to build relationship and negotiate best prices and services.
  • Compose, proofread and edit correspondence, materials and reports.
  • Create and maintain informational and communication tools specialized for event management.  Google Docs, Asana, Microsoft Office
  • Work with the 3HO Events Director weekly to align event operational priorities and strategic planning.
  • Review Event Web Content and update content or oversee to completion update requests given to 3HO Outreach or 3HO Customer Service.
  • Post Event Wrap Up - Assist with close out task including processing outstanding supplier invoices,  generating post event surveys, evaluating post event surveys, work on agenda for post event wrap up staff meetings.
Leadership
  • Communicate efficiently with all 3HO team members including contractors, exchanges and volunteer staff.
  • Work in collaboration with the other 3HO departments to align and support event and interdepartmental offerings.
  • Assist in running the Solstice events and other events in an operational oversight capacity.   Multi-task and manage changing priorities and frequent interruptions with a high level of accuracy in a stressful environment.
  • Assist the Events Director with On-site Event Setup and Breakdown for both Winter Solstice and the Summer Event Season. Abilities and results in this roll may merit managing the Setup and Breakdown Team.
Staffing
  • Event Staffing - Make timely initial contact with event area managers. Recruit Area Managers as needed and support the Area Managers to recruit team members. Assist with training and grooming the event volunteer leadership team to best serve 3HO Events.
  • Support the overseeing of contractors, exchanges and volunteers to successfully complete their operational duties for the events.
Supplier Relations and Ordering
  • Contact event suppliers in a timely manner and communicate 3HO's needs.  Place orders with Event Suppliers. Suppliers for the following needs, including but not limited to food, vehicles, radios, tents, toilets, showers, supplies.
Other duties as deemed necessary by 3HO Director of Events.
POSITION QUALIFICATIONS & COMPETENCIES
  • Accountability - Ability to accept responsibility and account for his/her actions.
  • Accuracy - Ability to perform work accurately and thoroughly.
  • Detail Oriented - Ability to pay attention to the minute details of a project or task.
  • Ethical - Ability to demonstrate conducts conforming to a set of values and accepted standards.
  • Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace.
  • Loyalty - Feeling a sense of duty or allegiance to the mission of 3HO Foundation International.
  • Organized - Possessing the trait of being organized, following a systematic method of performing a task.
  • Reliability - The trait of being dependable and trustworthy.
  • Responsible - Ability to be held accountable or answerable for one's conduct.
  • Analytical Skills - Ability to use thinking and reasoning to solve a problem.
  • Verbal Communication - Ability to communicate effectively with others using the spoken word.
  • Customer Oriented - Ability to take care of the customers' needs while following company procedures.

To apply, please email Anand at anands@3ho.org. Include your resume and two paragraphs describing why you are inspired to do this job.

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