Event Operations Assistant

Full Job Description

This position is located in the Library Events Office, Ctr for Learning, Literacy & Engagement, Office of Communications, Outreach & Ext., Office of The Librarian.

The position description number for this position is 435115. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.

The incumbent of this position will work a fixed from 11:00 am – 7:30 pm work schedule. This is a non-supervisory, bargaining unit position.

Applicants must have had progressively responsible experience and training sufficient in scope and quality to furnish them with an acceptable level of the following knowledge, skills, and abilities to perform the duties of the position without more than normal supervision.

Knowledge of event space arrangement, set-up, and service procedures.** Ability to interpret instructions in order to plan, organize, and execute work.

** Ability to coordinate and facilitate a variety of special events. ** Ability to develop and maintain relationships with others.

** Ability to perform inventory control and maintain budget for events. Ability to communicate effectively other than in writing. Major Duties:

This position is located in the Library Events Office (LEO), Center for Learning, Literacy and Engagement, Office of the Librarian.

The LEO sponsors and supports special events and public programs in LC historic meeting facilities.

Assignments involve extensive interacting with clients and event participants, who are regularly members of Congress and their staff; donors and potential donors to the library collections; private industry executives; heads of major libraries foreign and domestic; officials from other branches of government; public figures and their guests; and the Librarian of Congress and their guests.

Event size ranges from small, such as the Pickford Theater, which seats 64, to the Mumford, and Montpelier Rooms that seat several hundred, and up to 1,200 individuals in the Great Hall in the Thomas Jefferson Building.

Events can and often run concurrently. They include official meetings, conferences, workshops, breakfasts, lunches, receptions, and dinners, in support of the Library, Congressional and public use.

Prepares the physical facilities for meetings, receptions, and meals. Uses knowledge of various meeting room set-ups to prepare the facilities and to adapt standard set-ups to the needs of the event.

Reads room setup descriptions and diagrams and sets up rooms based on those documents.

Coordinates with representatives sponsoring events and vendors to ensure proper, safe and secure placement of equipment.

Provides food service from offerings prepared by outside caterers for major special events such as conferences, exhibition openings, cultural ceremonies and celebrations, visits by outside groups, political officials, corporate and foundation presidents, museum directors, collectors, and other VIPs, official luncheons, dinners and receptions.

Assists in event set-up by coordinating with Materials Handlers or vendor employees in room arrangement and ensuring equipment is placed and in proper working order. Sets up audiovisual equipment.

Dresses tables with linens and provides water service. Assists in planning, organizing, and coordinating food services that may require various combinations and setups.

Uses knowledge of the formal dining protocols for the use, set-up, and placement of food service equipment such as china, glassware, linen, coffee pots, and water pitchers to determine proper placement.

Meets both internal and external clients prior to functions, makes introductions, and ensures that all arrangements are agreeable.

Reads event documentation in order to gather information, determine proper set up, timeline, specific guest needs, food service requirements, etc.

Works closely with the event coordinators to plan and determine approaches for some work assignments. Confirms space arrangements and equipment needs.

Responds to and fulfill any last minute arrangements. Assists in resolving problems and issues related to event service requirements.

Uses discretion in deciding when to be present and when to retire without interfering with the function.

Assists in the development, formulation and justification of budget for event service supplies and equipment required to support public facility capabilities.

Identifies staffing needed to support these activities.

Assists in the preparation of the Library Events Office budget for events by researching various options and recommending the appropriate food, decor, and similar event features that will produce the desired event results.

Assists in initiation of all food service procedures necessary for events.

In the absence of the event assistant, receives and screens all visitors and telephone calls from other Library divisions, congressional offices, other government agencies, embassies, a host of outside organizations, and the public, and answers procedural or administrative questions.

Determines the nature of call or business of visitors and determines appropriate action, bringing items of significance to the chief's or the appropriate staff member's attention.

Exercises tact and judgement in dealing with callers and visitors in matters of a sensitive nature.

Determines the appropriate person for responding to a wide range of event inquiries, proposals, complaints and accolades, based on personal knowledge of Library programs, priorities, goals, and objectives.

Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement. Fixed. 11:00 am – 7:30 pm.

This position is subject to regular overtime and a work schedule that is outside of the normal 8-hour day at the Library of Congress.

Events occur during the day and in the evening Monday-Saturday, and on rare-occasions Sundays.

All events conclude at midnight; however, the EOA is required to stay beyond that time to assist or oversee tear down and clean-up of facility. Occasional work on Sundays is also required.