Reporting to the Supervisor, Events Operations, this position is responsible for the successful execution of all events at the Salk Institute. Responsible for ensuring completion of all tasks associated with 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. Works closely with events management personnel to coordinate purchase and maintenance of stocked inventory. Must be able to facilitate events independently after the training period concludes.

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 and delivers 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: 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.

2) Equipment Inventory & Maintenance (20%)

• Maintains stocked item inventory, orders stock and coordinates deliveries from contracted event vendors and suppliers, orders refreshments for weekly meetings and events; stocked items may include single-serving food items such as chips, popcorn, granola bars, trail mix, nut mix, bottled juices, canned sodas, coffee and tea with assorted accoutrements.
• 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 events items off-site that are unavailable or cost-prohibitive for delivery basis.

3) Events Coordination Support (5%)

• 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.

EXPERIENCE

Required:

• No professional experience required

Preferred:

• One (1) year of experience as banquet captain or related operations position performing all aspects of meeting room set-up and breakdown, including but not limited to: setting up tables and chairs, linens and drapes, washing dishes, and related activities.
• Prior work experience in a non-profit organization of approximately 500+ individuals requiring interface with internal and external clients.

EDUCATION

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.
• Ability to read (in English) and execute duties from written instructions.
• Basic math skills, and knowledge of English grammar, spelling, and punctuation.
• 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.

The salary range for this position is $16.32 - $21.39 hourly.

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

This position requires constant adjusting focus, carrying, lifting, and pushing/pulling 0-20 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)

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

COVID-19 considerations:
The Salk Institute is committed to protecting the and safety of its personnel. As part of this commitment, Salk has adopted protocols, in accordance with state and local requirements, CDC recommendations and our Crisis team that all personnel must follow.

Work Location: One location

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