Be the person 'behind the scenes' of weddings, facility rentals and special events like Winter Lights and ArborEvenings! The North Carolina Arboretum is currently seeking an (Temporary) Event and Guest Services Administrative Assistant.

This position will report to the Events Supervisor and provide support across the Guest Experiences and Services department, with a focus on The North Carolina Arboretum’s various events programs. These include but are not limited to: Weddings, Facility Rentals, Winter Lights, ArborEvenings, and Plant Society Events.

The hiring pay will be between $16 and $18 an hour depending upon experience. The Administrative Assistant will be located on-site in Asheville, Monday through Friday from 9 a.m. until 5 p.m. Weekend and evening availability required on occasion, with notice. Holiday availability required during Winter Lights. This position is considered a 'temporary' position under State of North Carolina policies and can only work 11 out of 12 months each year.

In Guest Services, this position will be tasked with ongoing resource and systems management for the information desks and will function as a liaison to the events department. As part of these duties, this person may be asked to work from the Baker Visitor Center desk 2-3 days per week.

This role is best suited to someone who enjoys interacting with other people on a regular basis and is adept at managing multiple projects simultaneously, while maintaining accuracy. Work duties will include:

Inquiry Management and Response

Review events-related inquiries and information requests.

Respond to inquiries with accurate and complete information, in accordance with Arboretum policies and departmental standards. When necessary, consult with other staff in order to evaluate unique requests.

Processing Bookings and Registrations

Create booking agreements for Facility Rental, Wedding, and Plant Society events using Docusign.

Ensure that proper holds are placed, that bookings are finalized, and that event information and records are accurate.

Communicate event needs (staffing, setups, AV, etc) with the Events Supervisor and assist with coordination of resources as needed.

Create client files (digital and/or physical), ensuring that all relevant information is available to other staff for reference.
Process and record payments for various programs as directed by the Finance Department.

Calendar Management and Database Entry
Maintain accurate events information including space reservation and resource allocation using database software
Update and maintain the wedding availability calendar on the Arboretum website
Management of organization-wide internal calendar, which requires diligent communication and cross-departmental collaboration.

Event Admissions and Ticketing
Assist with ticket sales and event registration

Assist the Guest Experience Manager and Events Supervisor in creating reference materials and resources for event staff.

From September - December, this position will assist guests purchasing Winter Lights tickets, as part of the Winter Lights Ticketing team.

This position may be scheduled to work in admissions or guest services during public events, which are often held on weekends and evenings.

Venue Coordination
For some events, meet and orient clients as their primary venue contact during their event.

Provide site tours for weddings and facility rentals.

General Administrative Assistance
Perform general clerical duties including but not limited to answering incoming calls, photocopying, faxing, mailing, filing and data entry

Reviewing and responding to general information requests relating to Events and Guest Services

This person will be asked to fill other guest service roles, including working at the information desk in the Baker Visitor Center, orienting guests and answering general questions.

Support Events and Guest Services teams as required including other duties as assigned

Primary Purpose of the Organizational Unit
The North Carolina Arboretum is a 434 acre public garden affiliated with the University of North Carolina featuring indoor and outdoor exhibits, educational activities, and plant-centered research and economic development programs. The North Carolina Arboretum Society is a 501 (c)(3) nonprofit corporation that supports the Arboretum’s mission of cultivating connections between people and plants through the membership program, individual and corporate giving programs, retail operations, sponsored research activities and fee-based educational program and exhibits and green events. The Mission Delivery department of the North Carolina Arboretum oversees design, exhibits, retail sales, and events management.

Minimum Education, Experience, and Skills
Proficiency in Google Suite (i.e. email, drive, calendar, docs,etc.), Word, PowerPoint, Publisher, and Excel. Graduation from High School or an equivalent combination of education and experience in customer service, administration and/or event coordination. The candidate must be able to push, pull, carry and lift up to 50 lbs. A valid driver’s license is necessary to potentially operate state-owned vehicles.

Preferred Education, Experience, and Skills
Undergraduate degree is preferred. Strong candidates will have had exposure to, or experience in event planning. Experience performing basic accounting functions is ideal. Familiarity with any or all of the following is a plus: Docusign, All Seated, Tessitura, Homebase, Wordpress.

Competencies

Classification: (Temporary) Events and Guest Services Administrative Assistant
Position Competency Level:
Position Number: UNCSO-ATNCA3
Employment Type: SHRA
Appointment Type: Temporary
Full-Time/Part-Time: Full-Time
Recruitment Salary Range: $16-$18 DOE
Location: 100 Fredrick Law Olmsted Way, Asheville, NC 28806 USA
Posting Open Date: 3/10/2023
Posting Close Date: 3/30/2023
Posting Number: req285

EEO
The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or status as a protected veteran.

The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) is a VEVRAA Federal Contractor.

To claim veteran's preference, all eligible persons shall submit a DD Form 214, Certificate of Release or Discharge from Active Duty, along with a State Application for Employment (Form PD-107 or equivalent) to the appointing authority.

The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

EEO Contact Information
Applicants needing assistance with the application process are asked to contact: ophiring@northcarolina.edu