Event Administrator 3

Major Duties: • Maintains a “Shared Drive” providing all relevant information regarding the scheduling usage of auditorium, conference rooms, and training rooms, and coordinates with all CA’s directorates on scheduling these facilities; • Liaises with other bureaus/departments about meeting requirements; • Acknowledges and/or responds within four (4) business hours and processes within one business day all conference/meeting and event reservation requests; • Performs administrative tasks such as developing various room setup schemes, coordinating the storage and distribution of furniture, materials, parts, supplies and equipment as necessary; • Oversees the other Event Administrators duties and tasks; • Prepares and maintains records of items delivered and/or used; • Coordinates with the IT personnel and all necessary systems support staff for audio/visual, facility and IT support needs; • Monitors meeting progress to ensure start and end times are adhered to so as to avoid any room schedule conflicts; • Tracks and provides weekly reports on all supply and maintenance orders/request for auditorium, conference, and training rooms; • Assists the Event staff with administrative and/or hands-on tasks, such as delivering, moving, packing/unpacking furniture and other office goods and equipment; • Along with Event Specialist, confirms proper storage and security of the auditorium assets by performing daily start and end of business day checks of spaces and assets when unlocking and/or securing spaces; • Maintains record of inventory transactions; • Along with IT Project Management Specialist, schedules maintenance for auditorium, training, and conference room equipment; • Troubleshoots and reports within two (2) business hours any auditorium equipment malfunctions and/or failure; • Escorts contractors as required; • Assists auditorium users with quotes for services such as translation, catering, etc. and maintain record of any CA expenses incurred; • Provides clients with layout options for events; • Assists auditorium clients in complying with security requirements for equipment and visitors; • Maintains a clean appearance of facilities and furnishings; • Moves office, conference room, or classroom furniture such as tables, desks, chairs, cabinets, easels, bookcases, etc. Professional Qualifications/Skills: • Must be a US citizen who can possess or be able to obtain/maintain a minimum SECRET clearance. • Must have a High School Diploma and at least five (5) years of experience in the facility management field, particularly related to managing a shared calendar; • Experience communicating with various personnel at all levels of management; • Knowledge of and proficiency with Microsoft software/applications; • Ability to maintain a shared drive; • Demonstrated timely and proficient organizational skills with the ability to work independently, with minimal supervision, and multi-task in a high volume, fast-pace work environment; • Excellent organizational, communication and writing skills; • Demonstrated ability to have a flexible, team-oriented approach to work while building and maintaining strong working relationships with colleagues; • Ability to work flexible work hours and/or additional hours to meet official DOS functions; • Familiar with and able to operate audio/visual, facility and IT support systems; and • Ability to perform heavy (up to 50lbs.) lifting and/or moving of furnishings and/or equipment and endure prolonged periods of standing with no limitations.