Job Location : Madison,WI, USA
JOB OBJECTIVE: The Event and Wellness Specialist will oversee and coordinate the logistics for events hosted at Usona Institute, ensuring smooth operations and a welcoming environment for attendees. This role involves managing event setup, maintaining event spaces, and collaborating with both internal and external groups. The specialist will ensure high standards of service while staying within allocated event budgets.
CORE DUTIES:
1. Coordinate event logistics, including registration tracking, payment processing, lodging arrangements, transportation, catering services and event setup.
2. Deliver onsite support during events, fostering a welcoming and professional atmosphere for all attendees, including greeting and assisting guests.
3. Welcome and provide support for guests staying at Usona's residences.
4. Ensure that event spaces, including the therapy and hydrotherapy wings, are fully prepared and maintained to meet upcoming needs. Including timely post event clean up in all spaces.
5. Manage the procurement of supplies and catering, and maintain inventory for therapy, hydro, and kitchen areas to ensure we're supplies are well stocked.
6. Facilitate logistics and special arrangements for event hosts (internal and external), such as booking therapists or organizing specific setups as needed.
7. Set up and assist with audio-visual equipment to guarantee high-quality presentations and communication during events.
8. Monitor all event activities to ensure they are executed within budget and maintain detailed cost tracking.
9. Collaborate with team members to uphold a high level of service, ensuring a positive experience for all guests.
10. Demonstrates inclusion through their own words and actions and is accountable for a safe workspace. Acts with kindness, curiosity and respect for others.
11. Embracing and being open to incorporating Emotional & Social Intelligence (ESI) core principles in daily work.
12. Understands and complies with ethical, legal and regulatory requirements applicable to our business.
KEY QUALIFICATIONS:
1. Minimum of five years of experience in event or hospitality planning.
2. Proven expertise in event coordination or a related field.
3. Exceptional communication and organizational skills with keen attention to detail.
4. Ability to manage and troubleshoot audio-visual equipment during events.
5. Strong multitasking abilities to manage various tasks simultaneously.
6. Competence in working within a set budget and tracking expenditures.
7. Flexibility to work early mornings, evenings and weekends as required by event schedules.
PREFERRED QUALIFICATIONS:
1. Associate degree or BA or BFA degree preferred.
2. Experience in hospitality or guest services is a plus.
3. Previous experience in a wellness or therapeutic environment.
PHYSICAL DEMANDS:
1. Ability to move and transport event equipment and supplies (up to 20 pounds). In some cases, transportation may be required with personal vehicle.
2. Capability to remain stationary for extended periods during events.
3. Must be able to position oneself to set up event spaces (use ladders, kneel, crouch, etc.).
4. Ability to traverse across event spaces and between buildings.
At Usona, we value diversity and strive to create an inclusive workplace. We are proud to be an Equal Opportunity Employer, making employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected class.