Event Concierge

Opus - Impact Seattle, Washington


Description

Position at Opus

Job Title: Event Concierge

Group/Team: Enablement/Impact

Reports to: Sr. Director of Project Management

Location:  Seattle

Employment Type: Salary, Exempt

Travel Requirements: None Anticipated

 

WHO WE ARE

Opus Agency partners with world-shaping brands like Amazon, Google, Microsoft, and Salesforce to catalyze movements through shared experiences. Crafted through our end-to-end capabilities and propelled from the epicenter of events, content, and community, these experiences are renowned for accelerating momentum—and success—for everyone involved.  

Built across four decades, we scale excellence at the forefront of focused strategy, fearless creativity, emerging technology, and agile delivery. Today, as the flagship of The Opus Group, our team members are outperforming from hubs throughout the United States, in the heart of London, and around the world. 

If you embody our cultural pillars—if you can bring versatility, embody optimism, elevate integrity, catalyze curiosity, and own excellence—then join us in fueling the future of brand movements. 

 

SUMMARY

This role serves as a concierge and hybrid event/registration support on multiple domestic and international offsite conventions and meetings (typically ranging in size from 15 to 150 people).  Primary functions include providing concierge services to attendees during events, attendee registration, and supporting coordination and logistics.  The Event Concierge should be able to create exceptional experiences, set the standard for customer service, and ensure that all arrangements are agreeable to clients, team, and attendees.  This position will work full-time at our client office, located in Seattle, without regular supervision.

YOU SHOULD HAVE

  • 2 years of experience, preferably in the event management / hospitality fields
  • Experience with events sized at 200+ attendees
  • Bachelor's Degree (B.A.) from four-year institution preferred
  • Must be results oriented, able to meet demanding deadlines and balance multiple tasks in a fast-paced environment.

ESSENTIAL RESPONSIBILITIES

  • Works onsite at Bill & Melinda Gates Foundation office, from 7:30am-4:30 pm Monday-Friday staffing the central concierge desk. Ensures appropriate coverage during any times out of the office.
  • Staff attendee registration/concierge desk during onsite events.
  • Create and deliver name badges, table tents and other materials as required
  • Create weekly team meeting agenda and manage team’s calendar
  • Assist co-workers with administrative needs as requested.
  • Order supplies and maintains office organization, Pack onsite event kits
  • Build, send weekly event surveys, and compile survey results; update event survey results bi-monthly and sends out vendor results quarterly via Excel reporting
  • Maintains Share Point & events team portal, updating links and keeping all info current
  • Assists with event email inbox
  • Research private dining venues and then arranges private dining details including reservations, contracts, and menus
  • Respond to and try to fulfill any special banquet event arrangements. Follow up on special banquet event arrangements to ensure compliance.
  • Effectively performs work assigned by client staff in a timely, customer-centric, and accurate manner.
  • Reports to Opus manager and/or members of client event team on a regular basis to discuss project progress, challenges and solutions.
  • Establishes good relations with vendors and works with vendors in securing needed materials on time, within budget and meeting requested specifications.
  • Maintains clear communication with manager and/or client, regarding special problems or exceptions to policies and procedures.
  • Participates in weekly client Event Team Meetings and attends other training sessions as required.
  • Represents both Opus and the client’s stewardship and values in all tasks.
  • Attains a thorough knowledge of Opus’ operating procedures and the overall operation of the company.
  • Illustrates an understanding of international meeting coordination including succinct communication skills, international-used meeting terms, and ability to convey all event logistics with contacts who may have limited skills in the English language.

 

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities. 

COMPETENCIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

  • Microsoft Office suite program experience preferred (Outlook, Word, OneNote, etc.)
  • Displays strong critical thinking, organizational, and analytical capabilities.
  • Strong project management skills.
  • Demonstrate strong verbal and written communication, presentation skills, email & memo writing.
  • Ability to effectively prioritize workload on multiple projects & events simultaneously.
  • Successfully perform in high stress, fast-paced environment. 
  • Accept changes with short notice and tolerate frequent interruptions.
  • Ability to maintain high levels of confidentiality.
  • Work cooperatively with other employees, vendors, and clients.
  • Portray professional presence through superior communication, presentation, promptness, and appearance.

 

  • Language Skills - Ability to write reports, business correspondence, and procedure manuals.  Ability to present information and respond to questions from a group of managers, clients, customers, or the public. Ability to interact both on a one-to-one and group basis.
  • Mathematical Skills - Ability to apply concepts of basic algebra and geometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.  Ability to create, monitor and understand budgets, debits, credits, and reconciliation.
  • Reasoning Skills - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 

WHAT YOU CAN EXPECT IN RETURN

  • Full time position
  • Opportunities for growth and development
  • Health & Dental Insurance (choice of plans)
  • 100% Employer paid short-term disability and life insurance
  • Opportunity to elect additional life insurance and LTD insurance at employee expense
  • Paid parental leave
  • Opportunity to contribute pre-tax dollars to flexible spending accounts
  • 401(K) with employer match
  • Flexibility in work schedules
  • Generous time off

 

Physical Requirements:

Individuals will be required to sit for the majority of the day and will be required to stand as needed. May require walking primarily on a level surface for periodic periods throughout the day. Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials throughout the workday. Proper lifting techniques required.  Individuals will be required to travel via airplane, train, taxi, car and/or other means of transportation as needed.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.”

Vaccination Policy:

Like everyone else across the US and around the world – Opus/MAS/Tencue has and continues to monitor the on-going spread of COVID-19 – with the health and safety of both our teams and clients as a number one priority. Opus/MAS/Tencue implemented a policy that requires all employees (with limited exceptions) to be fully vaccinated and provide proof of vaccination prior to employment.

 

OTHER DUTIES AND ACKNOWLEDGEMENT

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee/ candidate a general sense of the responsibilities and expectations of the position. Duties, responsibilities, and activities may change at any time with or without notice. This does not create an employment contract, implied or otherwise, other than an "at will" relationship. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.