Summary: This position is responsible for assisting with a variety of public and private events at the Butterfly House. The Event Assistant (BH) will support all aspects of event management including creation, planning, coordination, sales, promotion, and facilitation. This position will work closely with staff, vendors, clients, contractors, performers, various Garden divisions, volunteers, and event interns to ensure memorable events.

Essential Duties and Responsibilities:

Under the supervision of the Butterfly House Event Coordinator, assists in the creation, planning, promotion, and facilitation of public events for family and adult audiences.
Assists with private events including communicating with clients, giving tours, taking payments, and serving as the “day of coordinator”; Private events include Conservatory weddings, celebrations, and corporate functions.
Works closely with the Butterfly House and the Garden Volunteer Office to align processes for event volunteer recruitment, interviewing, placement, and onboarding efforts for new volunteers as well as the recognition and support of existing volunteers.
Assists in the recruitment and orientation of Butterfly House event interns.
Promotes the mission and events of the Butterfly House using digital media platforms, including Facebook and Instagram.
Ensures Butterfly House events are up to date and accurate on the Butterfly House website and other public digital calendars (i.e. Explore St. Louis, Fun 4 STL Kids, etc)
Utilizes and updates internal documents or tools, such as event plans and overviews as well as software including but not limited to: Cvent, Cervis (Volunteer Management), Tessitura (CRM), Microsoft Teams, etc.
Promptly responds to volunteer, vendor, and client inquiries in-person, through email, and on the phone in a professional and friendly manner.
Supports Butterfly House Education with Conservation Event logistics and facilitation, as needed.
Supports the setup and breakdown of events, including tables, chairs, recycling, and supply inventory.
Assists with Visitor Operations duties, including greeting guests at the Tropical Conservatory’s entrance/exit, supporting opening and closing, as needed.
Supports special events and exhibits hosted by the Missouri Botanical Garden or Shaw Nature Reserve, as needed.
Meets expected attendance guidelines.
Follows and adheres to established policies and procedures, including but not limited to Employee Handbook, Garden Safety Guidelines and Department Policies.

Behaves and communicates in a manner that promotes and fosters a culture of teamwork, cooperation, and respect within our division and throughout the Garden with all employees, supervisors/managers, volunteers, visitors and others

Performs other duties as assigned.

Core Competencies:

Communication – Listens to others and asks questions for clarification; Writes clearly and presents information accurately; Speaks professionally and responds well to questions; Supports positive visitor relations.
Collaboration –Demonstrates teamwork and promotes respect in the workplace; Engages in problem solving and group initiatives; Cooperates in implementing procedures and process improvements; Strives for positive visitor experiences.
Accountability – Demonstrates commitment to responsibilities and adaptable to changes; Effectively prioritizes, troubleshoots and takes appropriate actions; Follows policies and procedures, meets deadlines, quality, and safety standards; Strives to proactively, address visitor and internal colleagues’ concerns.
Problem Solving – Identifies and resolves problems; Includes supervisor before taking action as necessary; Recommends solutions, demonstrates creativity and resourcefulness; Exhibits sound and accurate judgment in decision making process; Includes appropriate people in making decisions.
Stewardship – Promotes and adheres to sustainability, safety and security protocols; Fosters a culture of respect, diversity and inclusion; Demonstrates effective and prudent use of Garden resources; Maximizes contributions during work hours.

Qualifications/Experience:

Minimum of (1) year relative experience assisting with public events.
Previous guest relations/customer service and volunteer experience; ability to effectively manage and foster professional working relationships.
Knowledge and/or willingness to learn about sustainability issues, practices, products and services.
Highly visitor-oriented and experience working with the public required.
Must be a self-starter, creative, flexible, and possess the ability to effectively multi-task
Demonstrated ability to work collaboratively with internal team members and external organizations for the purposes of creating a commitment to common goals, prioritizing, minimizing obstacles, and executing realistic priorities in a sophisticated environment.
Environment is fast-paced and change is constant; individual must demonstrate highest level of professional and ethical conduct, maintain confidentiality; and possess the ability to remain calm and in control throughout all phases of the event management cycle.
Scheduling flexibility that allows working weekends, evenings, and holidays is required.
Exceptional ability to communicate effectively at all levels; must enjoy and feel comfortable interacting and working in close proximity to general public, in a safe and friendly manner, answering questions.
The Garden is committed to the safety and wellbeing of our employees, volunteers and guests. All staff are strongly encouraged to receive all vaccinations as recommended by your healthcare provider prior to hire date. The Garden reserves the right to require future proof of current vaccination status, based on local health department guidelines. When international travel is necessary for Garden business, staff must be able to obtain required travel clearances, driving permits, and vaccinations for all countries where travel is required.
The requirements and duties listed are representative and not exhaustive of the knowledge, skill, and/or abilities required.

Education:

High School diploma or equivalent required.
Bachelor’s degree preferred, preferably in Business, Events Management, Marketing or similar discipline.

Computer Skills:

Proficient experience using Microsoft Office suite (i.e., Outlook, Excel, Word,)

Language Skills:

Ability to communicate effectively in English (verbal and written).

Reasoning Ability:

Requires ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.

Certificates, Licenses, Registrations:

Must possess and maintain valid driver’s license
Must have the ability to pass a background screening and motor vehicle report (MVR) to meet minimum insurance underwriting criteria.

Physical Demands:

Ability to lift 30-50 lbs. (i.e.: load, unload and move supplies and equipment, set up and teardown of table, chairs and exhibits)
May be required to perform tasks at varying heights (i.e.: use step stools, climb ladders, etc.)
Requires standing, walking, bending, stooping and reaching for extended periods of time – 90% or more of the workday many be standing on feet.
Requires speaking and interaction with people.
Ability and willingness to work in varying temperatures and all weather conditions, in both daylight and evening hours.
Ability to utilize computer keyboard (typing).

Work Environment:

Indoor open office setting, shared by multiple staff.
May be required working indoors and outdoors throughout the day in all seasons – (i.e.: in temperatures over 100 degrees F, as well as temperatures below 0 degrees F, in rain, snow and other inclement weather conditions as needed).

Supervisor: Coordinator, Butterfly House Events

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Events Assistant, Butterfly House