The Events Facilitator is a key member of the Retail, Events, and Hospitality (REH) Department responsible for implementation of internal and external event production and operations at Taliesin West in Scottsdale, including private and public events. The Events team is responsible for the booking and management of all venue rentals for dinners, receptions, galas, and conferences as well as the planning and execution of all public, ticketed events including monthly happy hours, film series, annual festivals, performances, and workshops. This is a full-time role reports to the Events & Hospitality Manager while also collaborating with colleagues within the department, throughout the organization, and external vendors in order to facilitate events from set-up to close, predominately during evening and weekend functions. The Events Facilitator demonstrates a commitment to providing outstanding customer service which creates memorable guest experiences. 

NOTE: Applicants must have the ability and willingness to work nights and weekends; typical schedule for event attendance/coordination is 2 p.m.– 12 a.m. but adjusts to meet the event schedule set in advance as well as the needs of the various internal and external programming. Weekly schedules will vary, but in total are expected to total approximately 30-35 hours per week for a seasonal period that runs from October through May. Targeted rate of pay is $17/hour. More details about a career at the Frank Lloyd Wright Foundation can be found at www.franklloydwright.org/careers.

Essential Functions:  

Pre-event Operations: 

• Assists in drafting event Run-of-Shows and distributes to all internal stakeholders.  
• Assures 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.  
• Works with Employee and Volunteer Program Engagement Manager and to coordinate the use of volunteers at events, then briefs the team prior to mobilization while supervising their on-site functions during public and private events. 
• Organizes and maintains all event supplies ensuring all necessary items are cleaned, prepped, and in good condition for use during events. This includes arranging for the laundering of linens, testing A/V equipment for reliable use, sourcing necessary supplies from other Foundation departments including Housekeeping and Facilities, and reporting any missing or non-functional items to the Manager.  

Day-of Event Execution: 

Under the direction of the Events & Hospitality Manager, implements and monitors day-of-event production for assigned events. Duties include but are not limited to: 

• Attending assigned events from start to finish, ensuring all parties execute event assignments to the highest degree of excellence and efficiency while expediting and resolving problems and emergencies. 
• Physically monitors events for the safety of guests and the site, providing support or intervention as needed. 
• For private events, ensures all parties (vendors, external event planners, and guests) adhere to property rules regarding prohibited access areas on site, vehicle parking, arrival and departure timing, and noise restrictions.  
• Monitors and directs external vendors during load-in/out. 
• Ensures that all materials and equipment required for events are in place and rectifies any deficiencies.  
• Provides venue closure procedures to assure correct vendor equipment and supplies removal, 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. 
• For internal and public events, conducts event setup including moving and positioning tables and chairs, setting up A/V equipment such as microphones, speakers, and projectors, as well as Foundation’s bar service equipment. 
• Serves as beverage service staff at internal and public events. Requires use of Square POS system and successful completion of Title 4 Basic Liquor Law Training.  
• Completes post-event reports and any needed incident reports. 
• Represents the authority of venue-use policies while on duty. 

Additional Responsibilities:

• Supports the daily operations of Taliesin West’s on-site guest housing experience. Duties include conducting room inspections, preparing guest books, completing collections item reports, notifying Facilities and Events Managers of any missing or broken items in guest units, and generally ensuring a high standard of guest satisfaction for all short-term and long-term guests at Taliesin West. 

Other related duties as assigned. 

 Minimum Requirements: 

• 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 2 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  
• Must have or be able to complete Arizona Basic Title 4 Liquor Law Training. 

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 and desert environmental conditions common during the season.  The noise level in the work environment is usually moderate. 

The Frank Lloyd Wright Foundation is an Equal Opportunity Employer.