Assistant Events Coordinator

JOB TITLE: Administrative Assistant I

WORKING TITLE: Asst. Events Coordinator

VACANCY #: 65007035

DIVISION: Aquarium

SALARY GRD/RANGE: 63 $29,856 – $45,878

RECRUITMENT RANGE: $29,856 – $29,856

APPT TYPE: Perm Full-Time

CLOSING DATE: 7/7/2014

LOCATION: Carteret County

*** This position will function as Program and Events Assistant for the NC Aquarium at Pine Knoll Shores, NC ***

Division Information:

The mission of the North Carolina Aquariums is to inspire appreciation and conservation of North Carolina’s aquatic environments. This mission is achieved by attracting, retaining and developing a world class team of professionals; providing visitors with outstanding exhibits, experiences and customer service; practicing sustainability, internal customer service and fiscal responsibility; and working to save and restore aquatic species and habitats.

The North Carolina Aquarium at Pine Knoll Shores is located 6 miles from Morehead City, NC, on Bogue Banks, sits adjacent to Bogue Sound. A living collection of over 2,500 animals in 90,000 square feet of exhibit space attracts and engages over 400,000 visitors each year. The Aquarium is located in the middle of Roosevelt Natural Area, a state park of maritime forest and wetland ecosystems.

DESCRIPTION OF WORK:

This position will function as Program and Events Assistant for the NC Aquarium at Pine Knoll Shore***The Aquarium seeks a dynamic, well-organized individual, with excellent customer service skills to assist with special programs and events. The Assistant Events Coordinator occasionally interacts with potential clients offering special events services; which include describing the Aquarium’s policies, rules and regulations, clearly explaining the rental agreement details. The Assistant must have a pro-active approach in planning, should eagerly create a schedule to ensure consistent communicate with upcoming clients, and be able to encourage clients if clients are behind schedule. They must take into consideration how events and rentals affect every department of the Aquarium; communication within departments is a priority at all times. During rentals and events, they must have a presence of a leader: know how to handle a variety of tasks in a limited amount of time, handle miscommunications with integrity, and set a tone of team work amongst all involved. They must be able to delegate, address concerns with vendors, clients, guests, etc. with the Aquarium’s reputation and the client’s best interests in mind. The majority of events held at the Aquarium are weddings. The Assistant Events Coordinator must have experience directing wedding ceremonies and be able to be the ceremony director if needed. Having an understanding about ceremony traditions and new trends, timing of toasts, introductions, etc. is critical knowledge to have.

The Assistant Coordinator must have good money management skills. Documenting and tracking payments and refunds is critical. Proficient knowledge in operating computer programs: Microsoft Word and Excel, email, fax, scan is required. They must have excellent phone and email etiquette.

The Assistant Coordinator will help in overseeing and managing equipment which includes: tables, chairs, centerpieces, catering kitchen equipment, cleaning chemicals, AV equipment, etc. They need to be aware of up and coming decorations, themes, etc that will keep the Aquarium in trend with other event venues.

This position will coordinate with staff in all departments to insure events and rentals run smoothly in all areas of operations. Candidate must be able to lift up to 50 lbs. and move tables, chairs, etc. for events. The job requires a flexible 40 hour weekly commitment including weekend, evening, and holiday work depending on scheduled events.

A skills assessment may be conducted during the interviewing process for this position.

KNOWLEDGE, SKILLS & ABILITIES:

1. Demonstrated experience planning/coordinating special events, such as weddings, parties and corporate meetings in an Aquarium, Museum, Nature Center or Zoo.

2. Demonstrated experience in event venue sales.

3. Demonstrated experience with cash handling.

4. Demonstrated customer service experience.

5. Demonstrated experience in a catering kitchen.

TRAINING AND EXPERIENCE:

Completion of high school or equivalent and four years of progressively responsible secretarial or clerical/administrative/office management experience; or completion of a two-year secretarial science or business administration program and two years of progressively responsible secretarial or clerical/administrative, office management experience; or completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field; or an equivalent combination of training and experience.

SUPPLEMENTAL AND CONTACT INFORMATION:

To apply for this position, please click the following link: http://www.osp.state.nc.us/jobs/

To receive credit for your work history and credentials, you must list the information on the application form. Any information omitted from the application form, listed under the text resume section, or on an attachment will not be considered for qualifying credit.

Persons eligible for veteran’s preference must submit a copy of Form DD-214.

DENR uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Personnel Act with the most qualified applicants. When a salary range is posted, the actual salary will be based on relevant competencies, knowledge, skills and abilities, internal equity and budgetary considerations pertinent to the advertised position. The State of North Carolina is an Equal Opportunity Employer.

For additional information, please contact:

Ruth Evans
NC Aquariums Division
(919) 877-5500, ext. 228