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Events Operations Lead

Salk Institute for Biological Studies
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Reporting to the Supervisor, Events Operations, this position is responsible for the successful execution of all events and event-related deliveries at the Salk Institute. Ensures execution and completion of all tasks associated with prepping, organizing, and stocking deliveries, setting, serving, and breaking down events in function rooms in accordance with verbal and written instructions, including Banquet Event Orders (BEO). Provides a high standard of customer service and professionalism during all events and deliveries. Works closely with events management personnel to coordinate purchase and maintenance of stocked inventory. Provides direction to in-house Events Operation Assistants and on-call catering/vendor staff as needed. Acts as Salk liaison to external event representatives, as assigned.
ESSENTIAL FUNCTIONS
1) Events Operations (75%)
  • Reviews Banquet Event Orders (BEO) to ensure understanding of logistics, room layout, usage of linens, glassware and utensils, menu items, service order, and related timing to guarantee a successful event and outstanding customer experience.
  • Implements all aspects of meeting room setup and breakdown for scheduled events at Institute venues including but not limited to:
  • Performs all set-up/preparation of function rooms/service areas prior to events, accurately and efficiently following detailed diagram and instructions as provided by supervisor.
  • Sets up tables, chairs, linens, and drapes as needed for events, meetings, and banquets.
  • Arranges, delivers, and/or serves all food and beverages to guests in accordance with the Institute’s standards of professionalism and event requirements.
  • Clears tables and breaks down function rooms after conclusion of event.
  • Dismantles and properly stores all equipment used for events, meetings, and banquets.
  • Responds appropriately to unpredictable situations during the course of an event. Examples include, but are not limited to: reallocating on-call staff duties as needed, resolving any deficiencies that may arise in the events kitchen appliances, communicating guest concerns (heating/cooling, questions/clarifications of menu items), safety incidents, and rectifying quality or quantity issues.
  • Contact with internal personnel or outside resources to ensure prompt resolution to the issue at hand as required.
  • Apprises Salk management personnel of any significant issues or concerns about the event.
  • Ensures compliance with all required standards of hygiene and cleanliness in accordance with food service industry and Institute guidelines.
  • Provides oversight to Events Operations Assistants and on-call catering/vendor/temporary employees as needed.
  • Meets with Events Operations team to review upcoming/weekly workload and schedule to efficiently execute workplan.
2) Equipment Inventory & Maintenance (15%)
  • Maintains stocked item inventory, orders stock and coordinates deliveries from contracted event vendors and suppliers, orders refreshments for weekly lecture series.
  • Maintains and secures kitchen equipment before, during, and after event. On an after-hours basis during an event, this may include assessing appliance deficiency and contacting internal or external resources for repair. During the normal course of business, this may include proactive maintenance recommendations to events management based on observed deficiencies.
  • Receives, checks, and shelves on-site inventory from vendors which may require requesting inventory clarifications as needed from vendors (i.e. delivery quantities). Tracks monthly snack and beverage inventories via spreadsheet.
  • Purchases items off-site for events that are either unavailable or cost-prohibitive on a delivery basis.
  • Oversees the cleaning, repair, and maintenance of all stock equipment, including stock tables and chairs, coffee machine, ice machine, etc.
4) Events Coordination Support (10%)
  • Provides support to Events Coordinators, Planners, Supervisors, or Director. This may include, but is not limited to administrative tasks, mailing preparation, filing, preparing directions for event guests, preparing event signage, or other tasks as needed.
  • Provides guidance to caterers during on-site events, including caterer's use of Salk equipment, and verifies adherence to Salk policies.
  • Ensures program/timelines for events are monitored and followed.
  • For outside events, responsible for overseeing activities on the day of assigned events, working with outside event organizer to ensure successful completion.
  • With Events team, represents Salk Institute at site visits for internal and external events to ensure a clear understanding of event "flow" and the role of the Operations staff.
EXPERIENCE
Required:
  • Minimum of one (1) year of increasingly responsible catering, food service, or hospitality experience, OR strong background in busy customer service environment.
Preferred:
  • Prior work experience in a non-profit organization of approximately 500+ individuals.
  • Prior “lead” or supervisory experience in busy customer-centered environment.
EDUCATION
Required:
 
  • None
Preferred:
  • High school diploma or equivalent education and experience
SKILLS AND ABILITIES
Required:
  • Demonstrated ability to prioritize tasks in order to organize and implement multiple events during the same time period, some of which may be on short notice and fall within a limited time frame.
  • Acute attention to detail, experience working under pressure, ability to self-motivate.
  • Ability to work effectively on a team; demonstrated ability working with people of diverse social, professional, and cultural backgrounds.
  • Able to maintain sensitive and confidential information.
  • Professional interpersonal and written communication skills.
  • Excellent customer service skills.
  • Working knowledge of MS Outlook, Word, and Excel.
  • Demonstrated ability to understand and effectively implement written and verbal instructions.
SPECIAL CONDITIONS OF EMPLOYMENT
  • Ability to work a standard schedule Monday - Friday, 6:45 a.m. - 3:15 p.m.
  • Ability to work a flexible schedule as needed based on workload and event deadlines.
  • Ability to work overtime as required for events which includes evenings and weekends.
  • Must have access to reliable transportation and a valid California Driver’s License.
  • Must be of legal age to purchase and/or serve alcohol.
  • Must sign an employee confidentiality agreement.
  • Satisfactory completion of the Institute’s background investigation.
  • Must acquire a Food Handler’s Certificate prior to start of work.
  • Willing to work in an animal research environment.
  • Must be willing to maintain First Aid/CPR/AED Certification
PHYSICAL REQUIREMENTS/MENTAL ACTIVITIES/ENVIRONMENTAL CONDITIONS
The incumbent in this position will be constantly adjusting focus, carrying/lifting/pushing up to 20 lbs, grasping, handling, hearing, seeing, talking, touching/feeling, communicating, reading, and reasoning.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)