Part-Time Event Representative for Closing Shift

Greystones Group is a fast-growing woman-owned small business supporting the Warfighter with best-in-class artificial intelligence and big data analytics capabilities. Our capabilities include mission planning, operational support, leader development and education, cybersecurity, electronic warfare, and information technology solutions.

We are looking for dedicated and motivated candidates that can grow with the company. At Greystones, we recognize that everyone brings their own important skill sets and unique talents to create a highly competent team to deliver quality solutions. We ensure that each member’s needs are addressed effectively, and our employees are not just a number. We offer a close-knit community that ensures your growth and development in a setting that provides world class support to our customers.

Greystones Group is seeking to hire a part-time Event Representative (ER) professional for a position located at a distinctive conference center. The events supported at the center are for the Navy and hosted in a technology-based conferencing facility that offers numerous room configuration and electronic collaboration options. Most of the events include flag level military or executive level industry participants.

This is a Closing Shift position and the core hours are 2p-5p each day M-F. Events may run up to or past 1700 and the closing ER, along with the closing technical representative, are obligated to patiently support the event(s) until finish including the departure of all event POCs and attendees. During daily wrap up the ER must perform post event responsibilities to get the center ready for the next day and secure the center for the evening.

To assist the support team with coverage for absences or special event requirements, shifted or extended hours may be required. Weekend support coverage may occasionally be required at the center. These instances will be planned out and coordinated in advance.

The event clients are familiar with the center’s attentive staff, high standards and numerous capabilities and consequently re-book. The Event Representatives must be process and people oriented and also be comfortable with IT/audio/video technology to help maintain this reputation. Along those same lines, exhibiting a professional, positive and patient hospitality demeanor at all times is imperative.

Primary Responsibilities

• There are two key daily responsibilities as the Closing Shift ER. First is to work with the opening shift/primary ER to support the day’s events and then to coordinate so that upon the primary ER’s afternoon departure all aspects of the events are supported for the rest of the day. There are typically 2-4 daily events.
• The second key daily responsibility is to close out the day’s events and secure the facility. This will involve checking with the event POCs to inquire how their event went for that day, addressing any concerns they may have, coordinating with the morning support team if changes are required for the next day and then straightening the event room tables/chairs, perform any light cleaning and emptying the trash as needed. Before leaving for the day the ER will verify that the center is cleared of people, lights out and doors locked.
• Work closely with the technical support staff to maintain a clear understanding of the center’s current IT and audio/video capabilities relative to each event’s requirements so that all technical resources are in place, tested and will perform exactly as expected by the clients.
• Coordinate with others to be aware of all information relating to each event such as registration lists, gate access/parking requirements, confirmation of room layout, technology required, name tents, agenda, catering and presentations.
• Regularly perform light cleaning of the event rooms and entire center to include emptying trash, cleaning tabletops, counters, glass, and vacuuming carpet/floors.
• Attend event dry runs with the client POCs, the center’s Director and the technical support staff. Coordinate to resolve all open issues prior to the actual event. Be sure any collaborative online applications such as MS Teams, Zoom or Google Meet are fully tested and 100% operational prior to ending the dry run.
• During the events be on call to assist event POCs with any issues that arise. This is often related to the collaborative remote/virtual application being utilized, coordinate with the center’s technical staff as needed to resolve all issues.
• The ER may have to edit and/or transfer PowerPoint presentations for events. Agenda’s may also have to be created or edited for events in PowerPoint.
• Execute the PowerPoint process to allow the event attendees to engage in wireless voting using software such as OptionPower. Afterwards be able run reports of the data in several formats and forward the relevant information to the event POC.
• Document any issues or new requests that arise during the event in the appropriate event report. Document any recommendations for improving future events.
• Regularly update the standard operating procedures for the ER role as they change
• Prepare event related reports as requested by the center’s Director/ Government client. Complete projects as assigned. Assist with the event scheduling process.
• Prepare and put out the signs for next day’s events. Answer main phone as needed

Greystones Group is an Equal Opportunity Employer and abides by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a), and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, national origin, genetic information, gender identity, or sexual orientation.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation if you are unable or limited in your ability to use or access Greystones career website due to your disability. You may request reasonable accommodations by contacting our Human Resources Department at 202-644-8998 option #2 or hr@greystonesgroup.com if you need assistance completing any forms or otherwise participate in the application process.

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