Event Operations Administrative Coordinator (Temporary Full-Time)

Location: San Francisco, CA

Department: Event Operations

Type: Temporary

Min. Experience: Mid Level

JOB SUMMARY

The temporary Event Operations Administrative Coordinator will focus on providing a broad array of administrative and project-related support directly for the Black Rock City Event Operations Director and Associate Event Operations Director; as well as, be a key resource for the Operations Team. Administrative and project support includes but is not limited to facilitating communication, managing calendars, creating presentations, coordinating meetings and take meeting minutes.

While working in a complex multi-department environment, this role will coordinate and organize projects, processes and materials supporting the management team of the Burning Man Event from start to finish. A superior customer service attitude, outstanding communication skills, and a documented history of technical and business management skills are a must.

Except for July through September, the work-schedule is based at Burning Man HQ in San Francisco and is performed largely under the advisement of the Event Operations Director.

This is a temporary assignment with a completion date of approximately November 1, 2018.

The deadline to apply for this role is 6:00pm PT on Friday June 1, 2018.

 

DUTIES & ESSENTIAL JOB FUNCTIONS

Scheduling & Meeting Management   

  • Complex calendar management including meeting scheduling, and resolution of scheduling conflicts
  • Record and report meeting minutes for operationally focused meetings: Operations Team, Operations Board, Leadership Forum, Event Leadership Team
  • Coordinate and support cross departmental planning meetings
  • Facilitate operational focused meetings and drive action items
  • Maintain and update Event related calendars
  • Schedule debriefs and provide post event support

Administration

  • Ownership over day-to-day administrative tasks and help create a positive and highly productive office environment.
  • Work closely with cross-department administrators to ensure smooth communication and coordination.
  • Act as a key resource for the team, take initiative, leverage network of resources to solve problems.
  • Maintain department’s workspace tools ensuring all meeting notes and pertinent files are posted appropriately, and available for review to the appropriate users.
  • Ensure cross departmental communication, identify gaps and connect departments where necessary.
  • Manage expense reports and travel coordination.
  • Maintain an expertise of the organizational structure and strategy of the Operations department.
  • Assist with interview and hiring process for Event Operations Department.

Project Coordination

  • Project coordination, monitoring specific tasks associated with projects, and tracking project status and deliverable towards deadlines.
  • Coordinate with operational departments on deliverables to ensure continuous program improvement.
  • Coordinate necessary cross-departmental meetings and project work including assisting with projects including meeting scheduling, agenda development, and event coordination as needed.
  • Provide temperature check of latest projects and escalate issues through agreed upon protocols.

Research and Preparation

  • Enable the Event Operations Director to effectively lead and execute through diligent and timely preparation of materials and information.
  • Prepare materials utilizing an array of tools including Excel, Word, Google Docs, PowerPoint to develop compelling documents to drive decisions or effective information dissemination.
  • Prepare routine or one-time reports, create and maintain any necessary updates to spreadsheets to support reporting or analysis.
  • Compile and organize data from a variety of sources, identifying themes to serve as basis for strategic short and long-term process, reports, and key decisions.
  • Develop and/or maintain databases for a variety of programs and annual processes.

On Playa Duties

  • Coordinate standing and ad-hoc meetings
  • Attend operations and Event Leadership Team meetings
  • Maintain and update event related calendars
  • Maintain presence on radio and retain memory of calls & needs
  • Assist with acquisition and distribution of resources on Playa

Other Duties

  • Available for on-site or in office meetings as needed.
  • Identify any needed outside resources/subcontractors.
  • Provide timely and accurate support to needs as they arise.
  • Maintain presence at BRC related activities outside of the office.

Learning and Teaching Responsibilities

  • Documentation - Drives the creation, publishing, and maintenance of process documentation related to assigned duties.
  • Learning – Pursues ongoing learning in area of expertise, working to stay current on emergent knowledge, skills, and processes.  Participates in conferences, forums, and networking events, where appropriate.
  • Knowledge sharing – Helps acculturate and educate junior staff and volunteers in Burning Man culture and business processes.
  • Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.

QUALIFICATIONS

Required

  • 3+ years of administrative support experience including specific project management and logistics
  • Incredibly proactive; able to anticipate and resolve issues
  • Has superb time management, decision-making and problem solving techniques
  • Expert knowledge of MS Excel, Google Docs, Internet browsers, and databases
  • Successful in leading, planning, managing and completing projects from conception to completion
  • Highly productive, pays meticulous attention to detail and is able to work effectively on a variety of projects simultaneously
  • Outstanding interpersonal and customer service skills, work effectively on a team, maintain composure in stressful situations, and work under deadline pressures
  • Excellent and professional verbal and written communication skills -- able to communicate directly, concisely and diplomatically as required, knowing how, when and what to communicate
  • Experience in researching, assembling data and preparing reports and documents.
  • Knowledge of Burning Man event and culture
  • Must work predominantly at BMHQ
  • Must be willing to travel for the summer months (Nevada)

Preferred

  • Ability to travel outside of the SF bay area for meetings
  • Bachelor's Degree

REQUIRED LICENSES/CERTIFICATIONS

  • Valid Driver's License and a clean driving record

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

  • Off-playa:  Work is primarily sedentary in nature, no special demands are required. 
  • On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation.  Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

ABOUT THIS ROLE

  • This is a temporary, full-time position eligible for benefits, working out of our San Francisco office and in Black Rock City, Nevada.
  • Projected length of assignment is hire date through November 1, 2018.
  • Burning Man is an equal-opportunity employer.
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