Event Production and Reservation Specialist

Overview

Reports To: Director of Event Production & Reservations

Classification: Full Time | Non-Exempt

Salary & Benefits: $50,000 to $54,000. The Center offers a competitive benefits package that includes medical, dental, vision, 401k with employer contribution, voluntary life, short-term, and long-term disability insurance, paid parental, family care, and gender affirming healthcare leave. We also offer a generous paid time off policy.

Schedule: Generally Monday through Friday, occasionally weekends and holidays. Work days and hours may shift depending on event and/or conference scheduling needs; typical schedule will be 9 a.m. to 5 p.m., with occasional evenings; schedule flexibility required.

Summary: The Reservation Specialist is responsible for scheduling the use of space and equipment by Center programs/events and outside groups, and serves as the primary point of contact for all outside groups as it relates to recurring group information maintenance, scheduling, set-up and equipment requests, and general troubleshooting. The Reservation Specialist will report to, and work directly with, the Director of Event Production and Reservations to ensure the schedule of events is accurate and up to date and that all information is known and shared so that all meetings and events held at the Center are executed seamlessly.

Essential Duties and Responsibilities:

• Operate and maintain the reservation system software (Salesforce/Booker 25, etc.) to ensure all programs and events are scheduled accurately and efficiently.
• Receive and process reservation requests, including billing tier categorization, for use of Center space and equipment, entering requests into the reservation system software and producing contracts for the same.
• Field all email, telephone and in-person inquiries and troubleshoot real-time issues; seek assistance from the Director of EPR, Operations staff or other leadership staff as required.
• Produce and distribute daily calendars and detailed set-up notes in a timely manner; and ensure that Operations staff are appropriately briefed on the schedule, events and any changes that occur.
• Produce, distribute and resolve all reservation billing information for the Finance department.
• Provide high level customer service and cultivate strong relationships with internal staff and external clients.
• Maintain and ensure accurate reservation information, account records; and detailed documentation of recurring community groups, internal programming, staff reservations, and contract groups.
• Serve as point of contact and provide events, operational, and AV support as needed, ensuring the smooth and seamless execution of events.
• Maintain a thorough knowledge of the schedule of both internal and external events happening at the Center.
• Maintain a thorough understanding of The Center spaces, AV systems, and technology capacities.
• Prepare and maintain an inventory of all A/V equipment.
• Ensure compliance of The Center’s and the department’s policies.
• Other duties as assigned.

Position Requirements:

• High school diploma required; Associates or Bachelors preferred or equivalent professional or educational experience.
• Minimum three (3) years of experience working in customer service or operations environments, with a specific focus on reservation systems.
• Demonstrated customer service skills and an orientation toward service.
• Computer proficiency, including MS Office products and reservation system software (Salesforce, Booker 25, G Suite, etc.).
• Exercise good judgment and problem solving skills; ability to think outside of the box and seek alternative or new solutions to challenges.
• Superior interpersonal, verbal, and written communication skills; ability to communicate with staff and the public on a regular, on-going basis.
• Excellent organizational and administrative skills with an attention to detail.
• Knowledge, understanding and experience working with LGBTQ+, TGNC, POC, and Immigrant populations, including knowledge of the spectrum of gender identity, transgender issues, immigration, and POC issues.
• Understanding of, and commitment to, undoing structural and institutional racism and bias and the spectrum of gender identity and bias. Consideration of the impacts and outcomes in decision-making processes and on underserved and historically oppressed communities.
• A strong commitment to social justice and the mission of The Lesbian, Gay, Bisexual and Transgender Community Center.

COVID-19 Vaccination Requirement:

The Center is subject to the Department of Health and Mental Hygiene’s Commissioner’s Order requiring COVID-19 Vaccination for Staff in Residential and Congregate Settings from New York City’s Department of Health and Mental Hygiene. The Center is required to comply with this order because we have a number of contracts with New York City.

All current and new staff must either provide a one-time verification that they are fully vaccinated with either a single-dose of an FDA- or WHO-approved one-dose COVID-19 vaccine or the second dose of an FDA- or WHO-approved two-dose vaccine.

The Center’s Commitment to Equity & Inclusivity:

The Center was born of community activism in response to the AIDS epidemic, ensuring a place for LGBTQ people to access information, care, and support that they were not receiving elsewhere. We opened in 1983 to help people who had doors constantly closed in their faces, ostracized by family, friends, and shunned by the general society. Since that time, we have continually provided a wide array of services and programs to serve our community, with an intentional focus on providing support to those who are most vulnerable. We have always taken great care to be a space that responds to community need; engaging in diversity, equity and inclusion work is another outgrowth of those ongoing efforts. We recognize that in order to help LGBTQ individuals and our diverse community achieve parity in health, justice, opportunity and success outcomes, our organization must hold a strong foundation and competency in, as well as invest organizational focus on, equity and inclusion frameworks, practices and policies. This is also true in our hiring and retention of staff.

The Center is an Equal Opportunity Employer.