SUMMARY

The Hospitality Event Specialist under the leadership of the Hospitality Manager, will provide hospitality and guest services to associates and visitors of the Friedkin Affiliated Companies. The Specialist contributes to the overall success of the team by working closely with the manager and two full time hospitality event coordinators to meet needs such as reception desk and company switchboard relief, coordinating meeting room bookings, executive meeting and catering setup, calendar and data management, purchasing, budget monitoring and contracts. This key role will also be instrumental in maximizing resources through interdepartmental relationships and process improvement.

RESPONSIBILITIES

• Administrative support to Management


• Back up coverage to hospitality event coordinators with reception, greeting and credentialing guests and handling guest concerns


• Operate company switchboard coverage as needed


• Assist with executive and small meeting room/special events setups and catering needs


• Assist with the planning and execution of meetings and special events in the building, developing ideas for events, purchasing items for events, and assisting with signage and decor


• Support manager and coordinators with master calendar coordination


• Reporting of departmental KPIs (Key Performance Indicators)


• Small meeting contracts to include initiation, review and implementation for independent projects or in collaboration with hospitality event coordinators or working with Procurement


• Data management and retention -- maintenance of travel and events reports


• Department liaison to Accounting, IT, Security, Mail Room, Risk and Compliance


• Internal website content management


• Purchasing responsibilities related to departmental and event needs such as vendor set up, supply ordering, payment and expense reporting


• Other duties as assigned

QUALIFICATIONS

• Bachelor's degree from a four-year college or university


• 3-5 years of experience in an administrative role


• Strong knowledge of Microsoft Office suite required, particularly Outlook, Word, Publisher and Excel


• Ability to multi-task and adapt to needs of both clients and associates in a professional manner


• Exceptional organizational skills with strong ability to multi task


• Ability to show discretion in handling confidential information


• Ability to work with varying levels of management; excellent relationship management skills


• Ability to set priorities, meet deadlines and manage projects


• Strong technical aptitude -- ability to utilize and leverage technology and systems


• Works well in an energized team environment


• Good judgement, problem solving skills and initiative

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

(For optimum performance, the jobholder in this position would be expected to demonstrate appropriate knowledge, skills, and abilities in the listed areas.)

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an associate to successfully perform the essential functions of the job. While performing the duties of the job, the associate is required on a daily basis to analyze and interpret data, communicate, and remain in a stationary position for a significant amount of the work day; and frequently access, input, and retrieve information from the computer and other office productivity devices. The associate is regularly required to move about the office and around the corporate campus. The associate is occasionally required to travel to other sites, including out-of-state, where applicable, for business. The associate must frequently move up to 10 pounds and occasionally move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. While the job is generally performed in an office environment, the associate is occasionally exposed to wet and/or humid conditions, areas in which moving mechanical parts, fumes, toxic or caustic chemicals are present, and outside weather conditions. The noise level in the office environment is typically quiet, but the associate may be occasionally exposed to loud noise levels.

TRAVEL REQUIRED

Minimal travel is required for this position (up to 20% of the time and on a domestic basis).

*Legally authorized to work in the United States, without Sponsorship

The Friedkin Group and its affiliates are equal opportunity employers and maintain drug-free workplaces by conducting pre-employment drug testing.

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