SUMMARY

$15/hr

The Events Assistant is responsible for assisting the Events Manager with the execution of rentals and internal events held at the Akron Art Museum. Primary responsibilities will include ensuring proper understanding and utilization of event documents, providing support to the Akron Art Museum’s event manager and our partnering vendors, managing the bar operations, and assisting with event execution and maintenance.

DUTIES AND RESPONSIBILITIES

Museum Events:

• Thoroughly read and understand event documents, including event information sheets, timeline notes, bar selection information, floor plans, event day-of checklist, kitchen checklist, and bar inventory tracker.
• Assist vendors during check-in and check-out, showing them their designated setup areas and highlighting relevant sections on the floor plan.
• Communicate and monitor event timeline details to vendors and promptly notify the Events Manager of any delays or questions.
• Ensure the caterer’s lead has a copy of the end-of-night kitchen checklist and verify completion of tasks before the caterer leaves the premises.
• Assist the Event Manager with formalities, such as gallery photo sessions, wedding ceremonies, grand entrances, programming, and providing basic A/V support when applicable.
• Conduct regular walkthroughs of the event space, including restrooms, to ensure cleanliness and proper maintenance, promptly reporting any issues to building services for resolution.

• Maintains proper cleanliness standards and follows all health department guidelines.
• Assure adherence to Akron Art Museum’s facility rental policies and procedures for all bookings with AAM staff, onsite caterer, clients and outside
• Other duties as assigned.

Rental Bar Duties:

• • Work closely with the client’s contracted bartenders to ensure bar service meets Akron Art Museum standards.
  • Track pre-selected alcohol using the bar track sheet.
  • Sell drink tickets to guests, when applicable.
  • Regularly check the bars to ensure they are fully stocked and replenish as needed.
  • Close the bars at the designated time, remove all alcohol, count, and store it appropriately.
  • Provide the Events Manager with a copy of the final bar tracker at the end of the evening.

Internal Event Concessions Duties:

• Work closely with the Event Manager to setup, execute, and teardown concessions for sale.
• Interact with customers; sell items for purchase to include but not limited to concessions, non-alcoholic and alcoholic beverages. Check customers’ identification and confirm it meets legal drinking age, when applicable.
• Manage inventory of items for purchase to include replenishing and tracking inventory. 
• Comply with health department guidelines, maintaining a clean and organized workspace.
• Record and balance transactions and prepare cash deposit.

QUALIFICATIONS

High School Diploma. Must be 21 yrs of age. Experience in customer service and/or hospitality preferred. Food Safety Level 1 Certification preferred. Must be able to effectively collaborate and function as a member of a team as well as function independently; highly self-motivated and able to work well without close supervision, with the ability to follow through on details in a timely manner. This person must be reliable, energetic and well-organized.  Good communication skills are essential, as are excellent people skills. Basic computer literacy is required. The job will require a flexible schedule, including working evenings and/or weekends.

JOB KNOWLEDGE AND SKILLS

Understands job procedures and methods; demonstrates ability to acquire necessary skills; understands how job relates to others; makes effective use of resources; demonstrates skill in performing assigned tasks.

• Quality of Work – Produces work that is accurate and thorough; demonstrates commitment to excellence and continuous improvement; ability to monitor quality of own work; applies feedback to improve performance; takes initiative to find ways to improve and promote quality work.
• Planning /Organizational Skills– Independently plans/prioritizes work; sets goals and objectives; displays appropriate sense of urgency toward top priorities; manages time efficiently; plans for additional resources; integrates changes smoothly.
• Dependability – Meets attendance and punctuality requirements; keeps commitments; accepts responsibility for own actions; follows instructions and responds to management direction; responds to requests for service and assistance; commits to doing the best job possible.
• Interpersonal Skills – Maintains a feeling of hospitality with team and visitors all times; displays tact and consideration; works actively to resolve conflicts; displays positive outlook/pleasant demeanor; always conducts self in a professional manner; assists and supports co-workers and customers.
• Communication – Expresses ideas coherently; demonstrates good listening and comprehension; always keeps others properly informed ; selects appropriate communication tools.
• Initiative – Volunteers readily; undertakes self-development activities; seeks increased responsibility; takes advantage of opportunities; seeks creative ways to improve skills; asks for help when needed.
• Problem Solving  – Identifies problems in timely manner; gathers/analyzes information skillfully; resolves problems in early stages; looks for alternative solutions; works cooperatively in group problem solving situations.
• Use of Technology – Demonstrates required skills; adapts to new technology; uses technology to increase quality and productivity of work; accepts training opportunities to improve technical skills.
• Personal Appearance – Always dresses appropriately for work; demonstrates acceptable personal hygiene and grooming habits.

PHYSICAL DEMANDS REQUIRED TO PERFORM ESSENTIAL FUNCTIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; and talk or hear.  The employee frequently is required to stand, walk, stoop, kneel, crouch or crawl.  The employee is occasionally required to sit, climb, balance and smell.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Visual Demands: Near acuity, depth perception. Mental Demands: High oral comprehension and written comprehension.  The employee must regularly lift and/or move up to 50 lbs.

Desk Work: sitting for extended periods of time, carrying, handling, fingering, talking, and hearing, eye/hand coordination, repetitive motions.

Events and Programs: Standing for extended periods of time, walking, speaking and hearing in noisy environments. 

Visual Demands: near acuity, depth perception, able to see computer monitor.  Must be physically able to drive and possess a valid driver’s license.

Mental Demands: oral comprehension, written comprehension, simple arithmetic.

This list is meant to be illustrative of the usual types of activities and working conditions for this position and is not intended to be all-inclusive.

WORKING ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Subject to many interruptions, pressure due to multiple calls and inquiries, meeting deadlines and working evening and weekend events. Work areas are primarily indoors, in a climate-controlled environment. The employee occasionally works in outside weather conditions. The noise level is usually moderate. Wears personal protective equipment as required. May be unable to maintain proper social distancing at times due to guest needs or unforeseen circumstances that may arise occasionally.