Event Assistant Jobs in Portland, OR (NOW HIRING)

Job Overview: The Events Coordinator's major purpose is to manage the broad range of events on the Gladstone Park campus. This position involves planning, coordinating, and overseeing the logistics to ensure seamless operations of the use of the grounds and facilities. The Events Coordinator ensure that all rental use aligns with the standards and use requirements of the Seventh-day Adventist Church. The Events Coordinator will work closely with Conference leadership, staff, volunteers, and external clients and vendors to ensure successful event execution. This position will be engaged in working with constituent church and school members as well as approved external clients.

Responsibilities: The Events Coordinator's responsibilities include but are not limited to the following duties and areas.

• Develop and maintain detailed event timelines.
• Manage or create guidelines, procedure documents, and processes for campus use and rental.
• Act as the primary point of contact during campus events to oversee setup, execution, and breakdown; responsible of real-time troubleshooting and resolving issues as they arise.
• Provides excellent customer service and timely responses to clients.
• Assist GPCC Director in tracking expenses against an approved budget, manage invoices, and process final payments to vendors.
• Handle intake of potential use requests for grounds or buildings.
• Oversee post-event duties to ensure they are handled according to policies.
• Handles or reports any maintenance issues or needs to keep facilities in good condition.
• Communicate changes to event details in a timely manner to stakeholders.
• Serve as the primary point of contact for vendor relationships as-needed, including but not limited to equipment rentals, catering, decorators, and AV providers.
• Conduct event evaluation and debriefing after completion.
• Manage event and stakeholder expectations.
• Perform pre and post rental walk through inspections related to rental agreements.
• Works with GPCC Director, Administration, and department directors to review Conference calendar related to GPCC availability and scheduling conflicts.
• Ensures that all events and rental requests have been approved by the Conference committee, prior to sending approval decisions.
• Other duties as assigned

Personal Spiritual Life: The Events Coordinator for the Oregon Conference should exhibit evidence of a strong spiritual life, being firmly grounded in a personal relationship with Jesus. They must be supportive of the fundamental doctrines and teachings, and the distinctive lifestyle standards of the Seventh-day Adventist Church.

Required Skills/Abilities:

• The person in this position must have the ability to serve people with professionalism, providing a friendly and welcoming environment for guests.
• Must be able to promote a positive image of the church and Conference, while being sensitive to the needs of clients and guests.
• Must have excellent oral and written communication skills
• Able to work efficiently, pay attention to details, and be proactive when handling tasks.
• A self-motivated person who can effectively work independently without supervision and produce results.
• Must demonstrate the ability to adapt to frequent changes and requests, and a high capacity to solve problems.
• Is organized, able to prioritize and multi-task, able to maintain confidentiality, and work well with co-workers.
• Should have a solid knowledge of Microsoft Office, with emphasis on Word, Outlook, Excel.

Education/Experience:

• Requires a high school diploma or equivalent with at least three to five years of experience in event management or a related area, preferably in a religious or non-profit environment.

Employment Conditions: The role requires work-time scheduling flexibility, as events may be scheduled during weekends and evenings. Overtime is rarely required and never permitted without supervisor's prior approval. Essential responsibilities are performed primarily indoors, but work outside, in varied weather and conditions may be required. Time will also be spent working at a computer, having conversations and meeting with people in-person.

Physical Requirements: Must be able to lift up to 25 pounds, but may be up to 100 pounds. Must be able to read, speak, and hear without assistance.

• Frequent = standing and walking is required during event setups and teardowns. Lifting, carrying, pushing, and/or pulling.
• Occasional = Some climbing and balancing, stooping, kneeling, crouching, and/or crawling.

Work Week: This is a part-time position, budgeted for 28 hours per week. Must be available to work onsite at the Gladstone Park office location.

Other: The Oregon Conference hires Seventh-day Adventist Church members in regular standing based on religious preferences permitted by the United States Constitution and controlling law.