Private Events Facilitator

Frank Lloyd Wright Foundation is a non-profit cultural organization that inspires people to discover and embrace an architecture for better living through meaningful connections to nature, the arts, and each other. In Wright’s own words, the Foundation’s vision is to “make life more beautiful, the world a better one for living in, and to give reason, rhyme and meaning to life.” The Foundation’s mission is to preserve the buildings, landscapes, collections, and communities of the UNESCO World Heritage sites of Taliesin and Taliesin West, Frank Lloyd Wright’s own homes and studios, and offers a broad range of educational experiences through tours, exhibits, performances, school and youth programs, and digital engagement, as well as academic and scholarly programs in collaboration with universities, scholars, and practitioners in the field of architecture.

Position Summary:

The Private Events Facilitator is a key member of the Hospitality Department which is responsible for implementation of internal and external event production and operations at Taliesin West, including symposia, conferences, concerts, book signings, venue rentals, and more. Reporting to the Private Events & Hospitality Manager and collaborating with colleagues within the department, throughout the organization, and external vendors, the Private Events Facilitator attends and manages events from set-up to close, predominately at evening and weekend functions. Throughout the position’s duties, the Private Events Facilitator demonstrates a commitment to the provision of outstanding customer services which creates memorable guest experiences. 

NOTE: Ability and willingness to work nights and weekends is a must; typical schedule is 4 p.m. – 12 a.m. but adjusts to meet event schedule set in advance. This is a part-time seasonal position with a work schedule of up to 25 hours a week with a starting wage of $19/hour based on experience. 

Essential Functions: 

Under the direction of the Private Events & Hospitality Manager, implements and monitors day-of-event production and operations procedures including venue preparation, catering, equipment load-in/out, set-up, registration, wayfinding, and volunteers.

  • Assists in coordinating timelines for caterers, musicians, and other related participants regarding venue security, admittance, timing, facility usage, etc. 
  • Works with Human Resources to coordinate event staff and volunteers and briefs the team prior to mobilization while managing their on-site functions.
  • Attends assigned events to ensure internal and external staff, including outside vendors and client representatives, are executing event assignments to ensure excellence and efficiency while expediting and resolving all problems and emergencies. 
  • Ensures that all materials and equipment required for events are in place and rectifies any deficiencies. 
  • Makes sure that all venue infrastructure needs are ready and functioning prior to and during event set-up, including review of housekeeping, plumbing, electrical, sound, and lighting needs. 
  • Provides venue closure procedures to facilitate the removal of  vendor equipment and supplies, completion of reports on needed repairs, turning out venue lights, locking venue doors, and activating property entry/exit gate following all attendee and staff departures.
  • Completes post-event reports and any needed incident reports.
  • Represents the authority of venue-use policies while on duty.
  • Other duties as assigned

Minimum Qualifications:

  • Associate degree or equivalent from a two-year college, technical school, or hospitality-industry-related training; two years’ related event planning and coordination experience; or equivalent combination of education and experience. 
  • Ability and willingness to work nights and weekends; typical schedule is 4 p.m. – 12 a.m. but adjusts to events as scheduled. 
  • Clear commitment to upholding excellent written and verbal communication and customer service skills as applied to diverse audiences and within inclusive environments.
  • Attention to detail, strong organizational and problem-solving skills, and ability to manage priorities and complex projects with general direction and minimal guidance.
  • Ability to respond calmly and proactively to unanticipated emergent situations requiring immediate attention.
  • Creative, flexible, and innovative team player.
  • Demonstrative enthusiasm, focus, and a positive outlook; professional appearance and demeanor.

Preferred Qualifications:

  • Prior experience in event production, planning, and implementation; may include knowledge of event basic technical skills such as sound, lighting, and audio-visual needs.

Physical Demands and Work Environment:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job.

  • Physical Demands: While performing the essential functions of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; and consistently talk or hear and taste or smell. The employee must regularly lift and move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.  
  • Work environment: While performing the duties of this job, the employee is exposed to weather, lighting, and desert environmental conditions prevalent at the time. The noise level in the work environment is usually moderate.
  • OSHA Risk Classification for COVID-19 Exposure: Medium Risk: This position requires frequent/close contact with the public and other co-workers and is therefore determined to fall within the Medium Risk category as defined by OSHA. To further minimize risk, employees are required to follow the Foundation's Safe and Healthy Workplace guidelines and related personal and facility infection control policies.

Frank Lloyd Wright Foundation is an equal opportunity employer.