Who We Are
Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace around the world. We know that Peace is Security – it advances both U.S. and international security by preventing, managing and mitigating violent conflict.
We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts around the world. Together we tackle the toughest problems and hold fast to the possibility of a more peaceful world. (To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.
If you have a passion for making the world a better place and want to have a front row seat to the world stage, USIP is the place for you.
The Event Operations Supervisor provides high-quality service and enhances efficiency by evaluating and coordinating daily event operations. This position provides operational direction to a team of four Facilities housemen and is responsible for ensuring all team members are comfortable and competent in equipment knowledge and provide exceptional customer service.
The Event Operations Supervisor interacts with a diverse group of clients, including internal staff, external event hosts and vendors, in order to facilitate day-of event operations. This position must be capable of managing multiple competing priorities with frequently tight deadlines. Input and demand from multiple directions, people, and organizations is amplified by competing priorities that are present many times during a day. Managing this complexity requires a good working relationship with colleagues, other Institute departments and clients. The Event Operations Supervisor must show the ability to deal with the unexpected and provide professional, stable, and reliable communication to all parties.
This position reports to the Director of Conferences, Meetings & Events.
TARGET SALARY RANGE
Grade 11 - 74,431
The Institute uses the General Schedule salary tables for administering compensation. Offers of employment are determined based upon candidate qualifications, related experience, internal equity and amount budgeted for the position.
Oversee all on-site details for executing group events, develop and follow checklist/itinerary, and troubleshoot event problems.
Serve as liaison and contact person for coordinating details of events with clients, outside vendors, meeting planners, and others involved in events.
Confirm and communicate room layouts and set-up requirements for special events.
Inspect each function room prior to the event to ensure that both the client's needs are fulfilled, and the Institute’s standards are met.
Initiate and maintain contact with each CME meeting planner to ensure that all last-minute requests and changes are provided.
Attend CME and Food Service staff meetings, including weekly BEO meetings, as required.
Participate in and contribute to pre-event walkthroughs with clients, vendors, and other Operations teams.
Develop and/or review staffing plans for each event based on client needs and USIP protocols. Prepare assignments for staff assigned to each event, including assignments for each portion of the work shift from set-up through teardown and strike.
Coordinate and lead daily stand-up meetings, pre-shift meetings and pre- and post-event briefings. Inspect uniforms, review assignments, and steps of service for each event.
Communicate performance expectations and train staff in processes. In conjunction with the Facilities team, develop houseman training programs including orientation, new hire training, certifications, ongoing training, and performance feedback to Houseman Supervisor.
Ensure compliance with all standard policies and procedures of event operations. Monitor and ensure Life Safety standards and ADA guidelines are followed.
Comply with and enforce sanitation regulations and safety standards.
Monitor alcoholic beverage consumption and address issues of intoxication and determine when a guest should not be served additional alcoholic beverages in accordance with USIP policies.
Notify supervisor and/or security of any unusual events, circumstances, missing items or alleged thefts.
Coordinate with Facilities to ensure event area environments, restrooms, lighting, furnishings, aesthetics and structural integrity are properly maintained.
Promote and maintain the highest level of customer service to all USIP guests.
Maintain visibility on the event floor, be accessible to the client, and resolve any guest issues as they arise. Respond to and try to fulfill and special banquet event arrangements requested by guest.
Inspect event areas at end of function to ensure all equipment is returned to its proper place and front and back of house areas are neat and clean.
Prepare post-event reports. Provide CME team with feedback after each event from the day-of activities to better prepare and plan for future like events.
Maintain an inventory of event equipment and furniture. Track the useful life cycle of equipment and furniture, including use and expected maintenance. Track equipment quality throughout the product lifetime and make recommendations for replacements as needed.
Maintain a supply of regular expendables. Procure new inventory as directed and ensure proper planning for storage, tracking, and maintenance.
Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Foster and maintain a positive work environment with emphasis on motivation and teamwork and excellent customer service.
Participate in idea development in support of generating improved service.
Perform other duties as assigned.
Five years of relevant experience with a Bachelor's degree or equivalent to 7 years of relevant experience required.
7+ years’ experience in conference/banquet services in a high volume, upscale establishment preferred.
3+ years’ supervisory experience.
Must be able to work well in stressful, high-pressure situations including the ability to handle guest complaints and disputes and resolve them to satisfactory results.
Must maintain composure and objectivity under pressure.
Must have exceptional customer service skills.
Must possess excellent communication skills and attention to detail.
The ability to work a varied schedule including nights, weekends and holidays.
Ability to stand for long periods, stoop, bend, and lift items weighing up to 50 pounds repetitively during shift.
Ability to make quick decisions and possess good judgment.
All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.
Compensation is commensurate with qualifications and experience.
HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1. Completed employment application including titles, dates of hire and salary requirements.
2. Cover letter
For questions about this position please email firstname.lastname@example.org. Do not send resumes or attachments to this email address.
Only those applicants that are selected for further discussions will be contacted.
No Phone Calls. Interviews will be scheduled by appointment only.
USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.