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Office and Events Manager

1 month ago

Seattle, United States Rylem Staffing Full time
  • 4x10 schedule - 7:15-5:45 pm Mon-Thursday
  • Parking is not included during the contract period. If converted, they do provide an Orca card. This person ideally lives in Seattle or is close enough that getting into the city via the metro, light rail, etc. is a good option
  • Can be someone green - but need to have the event experience, even if it is an internship.
  • Have to be well-spoken.
  • Opportunity to convert to FTE for the right person
  • Contract should start 3 months - possible for extension/conversion
  • There will be a transition period with the current person in the role to help train and pass over everything
  • 1 round of interviews with the Chief of Staff and HR Director
  • Need to have AV experience or be very quick and tech-savvy to learn this


Position Summary

This position must be onsite at the Chamber offices in downtown Seattle each week from Monday –Thursday, 7:15 a.m. – 5:45 p.m., with a half-hour unpaid lunch period and two fifteen paid break periods.

The Office and Events Center Manager is the main reception presence and manager of the office facilities and conference rooms. This role also coordinates internal and external Events Center meetings and events with between 20 -120 attendees, including setting up and troubleshooting AV equipment including projectors, monitors, and microphones, along with virtual video conferencing systems.


This role is key in interacting with members and those of the general public and requires both verbal and written professional etiquette and interpersonal skills. The ideal candidate also has a proven ability to work collaboratively with others, has a strong focus on providing excellent customer service, has a proactive problem-solving mentality, and enjoys a dynamic work environment.


Critical Job Functions


Event Management

• Support external and internal meetings in the Chamber’s office space and Events Center, including set up of tables and chairs for events spaces, set up of AV equipment, ordering and providing beverages and catering, etc.

• Coordinate events logistics, including calendaring and contract review, and navigate potential conflicting events

• Serve as the facilities' point of contact for events

• Troubleshoot A/V, copiers, and various other office equipment as needed Office Management

• Provide a welcoming atmosphere and support for incoming guests and incoming calls at the front desk

• Manage incoming/outgoing mail and related equipment

• Maintain office (reception area, support meetings) in readiness for meetings and guests

• Track beverages, snacks, office supplies, and order and restock as needed

• Serve as the primary point of contact with property management; plan and coordinate facilities-related services and track the date last serviced; notify building management of items requiring replacement or repair

• Create and/or post facilities related notices to keep staff, tenants, and visitors informed of

communication from property management, public Wi-Fi passwords, etc.

• Manage requests and needs for the Chamber’s office space and internal moves, when applicable• Create and maintain updated position training materials and references, including AV equipment

instructions, for coworkers filling in at the front desk.

• Train coworkers to fill in for front desk support, as needed.

Serve as Floor Warden:

• Assist with communication of building evacuation plans/emergency procedure changes and updates as needed.

• Ability and willingness to help with directing employees with building evacuations in case of emergency.


Administrative Support

• Serve as point of contact for incoming requests for Certificates of Insurance

• Provide occasional administrative support for the executive team and other departments as needed Support employee and tenant onboarding processes and training

• Provide facilities orientations and tours

• Oversee and administer access keycards and ORCA cards

• Provide ongoing facilities-related training

• Supporting gym access setup process


Skills and Qualifications

• Professional approach to customer and vendor interactions, both in-person and via phone and email

• Customer-focused; able to maintain positive customer-facing interactions

• Able to work under pressure and to prioritize and handle multiple projects simultaneously, with frequent interruptions

• Experience with or willingness to learn about troubleshooting for AV and virtual meeting conferencing systems

• Strong project management abilities, interpersonal skills, and verbal and written communication skills

• Analytical thinking and problem-solving skills

• Team player with the ability to run daily activities independently as needed, with minimal guidance once training is complete

• Experience with data entry and/or light accounts payable activities

• Strong computer skills, including familiarity with Microsoft Outlook, Word, PowerPoint, and Excel, and willingness to learn new programs, including those needed to run AV equipment, as needed

• Enthusiasm for and interest in the Chamber’s mission and vision