Under the direction of the Senior Manager, Visitor Services, the Hospitality Associate is responsible for overseeing the daily operations of the Visitor Center, La Kretz House of Hope and the Arthur & Rosalie Kaplan Family Pavilion, Museum and Platt 1 Conference Room, including establishing organization-wide guidelines for the usage of the facilities, scheduling of meeting space, coordination of on-site special events, fulfillment of catering, equipment rental and decoration requests for more than 600 annual activities, maintenance of external vendor relationships and invoicing.
She/he will manage the planning, developing, coordinating, implementing and executing strategies related to more than 600 annual activities City of Hope meetings and events held within the Visitor Services facilities.
She/he will ensure the delivery of high quality tours, meetings and events which reflect our mission and support the overall institutional goals. She/he will collaborate with staff from across the institution.
Key Responsibilities include:
- Responsible for the guest experience of approximately 400 tours, more than 600 annual meetings and events held within the Visitor Center, La Kretz House of Hope, the Arthur & Rosalie Kaplan Family Pavilion, the Museum and Platt 1 Conference Room.
- Oversee the daily operations and maintenance of the Visitor Center, La Kretz House of Hope Arthur & Rosalie Kaplan Family Pavilion, the Museum and Platt 1. Maintains master calendar and record of venue reservations. Ensures that venues are adequately stocked for daily and special event needs (i.e. audio/visual, seating, floral, décor, etc.). Ensures adherence to regulations and quality standards.
- Manage the logistics and details including: venue set up, food and beverage, presentations and/or entertainment and provide on-site logistical support for tours, meetings and events including set-up and breakdown.
- Serve as liaison with outside vendors for flowers, promotional items and other goods and services to ensure consistent quality and cost effectiveness.
- Maintain relationships with existing vendors including contracts, payment and performance monitoring, sources new vendors and facilitates contract negotiations as needed. Oversees contracted catering staff.
- Advises venue requestors on the elements of successful meeting and event planning by proposing ideas to improve meeting and event quality along with facilitating requisitions for Audio-Visual, catering, equipment rental requests as needed per meeting and/or event.
- Personally and professionally models the highest standards of collaboration, integrity, respect and commitment to deliver.
- Answers event related and Visitor Services phone calls. Provide on-site tours and venue site reviews of the Visitor Center, La Kretz House of Hope the Arthur & Rosalie Kaplan Family Pavilion, the Museum and Platt 1.
- Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality
- Provides positive and effective customer service that supports departmental and hospital operations.
- Contributes to the teamwork within and between departments and organizations.
Minimum Education and Skills Required for Consideration:
- Bachelor’s Degree
- Experience may substitute for minimum education requirements
- At least 2 years of event planning, hospitality and special project experience.
- Proficiency in MS Word, Excel, Outlook and Powerpoint
- Excellent written and verbal skills
- Excellent time management skills
- Ability to work nights and weekends as needed.
Preferred Education and Skills:
- Marketing, Communications, tourism or hotel management/hospitality degree preferred.
About City of Hope
City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.
Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.
City of Hope strongly supports and values the uniqueness of all individuals and promotes a work environment where diversity is embraced. City of Hope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.
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