Venue Operations Assistant

Blackstone is the world’s largest alternative asset manager. We seek to create positive economic impact and long-term value for our investors, the companies we invest in, and the communities in which we work. We do this by using extraordinary people and flexible capital to help companies solve problems. Our $1.1 trillion in assets under management include investment vehicles focused on private equity, real estate, public debt and equity, infrastructure, life sciences, growth equity, opportunistic, non-investment grade credit, real assets and secondary funds, all on a global basis. Further information is available at www.blackstone.com. Follow @blackstone on LinkedIn, Twitter, and Instagram.
 

Position Overview

The (Venue Operations Assistant) will be part of the team that oversees the day-to-day logistics of the client and internal meeting and event space. The VOA will work closely with the Reservations Team, internal and external service providers to ensure smooth execution of all programs. Programs may include: small to medium scale investor meetings, internal meetings, client management dinners, internal trainings, and receptions. The role is highly customer service oriented, and no day is the same.

Full time, onsite Monday - Friday

Responsibilities of the Venue Operations Assistant will include, but are not limited to the following:

• Responsible for the onsite day of coordination, planning, scheduling, and overall quality control of all event spaces and configurable meeting rooms.
• Work closely with internal service providers and Events/Meeting teams to ensure catering, event set up, service, and quality expectations are met.
• Partner with Events and Marketing team to ensure that all onsite BX events align to branding and corporate design standards as well as all production.

• Prepare monthly reports to identify opportunities, efficiencies and cost optimization of services

• Manage monthly re-billing and detailed budget management for services; work closely Accounts Payable to ensure invoice/payment requests are properly processed in a timely fashion and re-charged correctly to Cost/Project Codes.

• Regular inventory and quality check of all supplies needed for meetings and events.
• Make recommendations for creative floor plans/room setups for events and meetings lighting, florals, linens, rentals, signage, audio/visual, technology, graphics, staff uniforms, costumes, or themes.
• Assist with conference/meeting room walkthroughs to ensure spaces are presentable and up to Blackstone standard. 
• Manage maintenance, repairs, and cleanliness.
• Recommend plan of operation and logistics and ensure clients receive exceptional customer service and support for their events/meetings and prepare for and contribute to weekly logistics and cross team meetings.
• Perform administrative duties and special projects related to the department as assigned.
• Be one of the expert users for the firm’s conference room booking platform (EMS) in order to provide support to internal clients and to ensure integrity and accuracy of information.
• Handle day-to-day administration of internal events and programs – including menu formatting, floorplans, facility tickets, etc.
• Responsible for maintaining and fostering positive internal and external relationships, with clients, vendors, and service providers.
• Lead financial reporting post event and holistically between business units, catering partnership, and external vendors. 
• Collaborate with Facilities team to onboard new vendors and keep vendors up to date with insurance and building requirements.
• Report, track and monitor internal meeting/event/visitor activity, demand and data points, regular analysis and propose process improvements (e.g., tech systems EMS, Cvent, Envoy).
• Proactively manage and maintain positive vendor relationships (i.e. outsourced vendors, food and beverage suppliers, etc.); including conducting regular performance evaluation meetings to ensure BX service levels and values are achieved and within budget as well as invoice processing and payments/re-charges.

Qualifications / Skills:

• Bachelor’s degree in events management, hospitality, or similar preferred.
• 3+ years of experience in a private club or as an event manager preferred with proficient knowledge of food and wine.
• Motivated, responsible self-starter who operates with a sense of urgency and is results oriented.
• Exceptional customer service orientation, skills and approach and able to anticipate service requests.
• Excellent interpersonal skills with the ability to connect with others and handle difficult interactions with discretion and diplomacy.
• Excellent organizational and multi-tasking skills with the ability to prioritize multiple meetings and deliverables and with a high level of attention to detail.
• Able to meet frequent and specific deadlines and follow up consistently to ensure tasks are completed.
• Excellent, clear written and verbal communication skills.
• Have a collaborative, positive, team-oriented attitude.
• Highest level of professionalism, discretion, and professional integrity.
• Have sound judgment in order to resolve problems and make decisions.
• Ability to be resourceful, adaptable, and proactive when issues arise and changes occur.
• Learn and utilize the Cvent, EMS, Social Tables systems, becoming an expert on all event-related modules and tool.
• Willingness to work hours beyond standard business hours.

To be a successful Venue Operations Assistant, you should demonstrate excellent problem-solving abilities and strong leadership skills. Ultimately, strong candidates will anticipate all logistics and requirements for events and show exceptional organizational and interpersonal skills and ensure the venue generates profit for the company.

The duties and responsibilities described here are not exhaustive and additional assignments, duties, or responsibilities may be required of this position. Assignments, duties, and responsibilities may be changed at any time, with or without notice, by Blackstone in its sole discretion.

Expected annual base salary range:

$75,000 - $95,000

Actual base salary within that range will be determined by several components including but not limited to the individual's experience, skills, qualifications and job location. For roles located outside of the US, please disregard the posted salary bands as these roles will follow a separate compensation process based on local market comparables.
Additional compensation: Base salary does not include other forms of compensation or benefits offered in connection with the advertised role.

Blackstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, sex, pregnancy, national origin, ancestry, citizenship status, age, marital or partnership status, sexual orientation, gender identity or expression, disability, genetic predisposition, veteran or military status, status as a victim of domestic violence, a sex offense or stalking, or any other class or status in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, transfer, leave of absence, compensation, and training. All Blackstone employees, including but not limited to recruiting personnel and hiring managers, are required to abide by this policy.

If you need a reasonable accommodation to complete your application, please email Human Resources at [email protected].

Depending on the position, you may be required to obtain certain securities licenses if you are in a client facing role and/or if you are engaged in the following:

• Attending client meetings where you are discussing Blackstone products and/or and client questions;

• Marketing Blackstone funds to new or existing clients;

• Supervising or training securities licensed employees;

• Structuring or creating Blackstone funds/products; and

• Advising on marketing plans prepared by a sales team or developing and/or contributing information for marketing materials.

Note: The above list is not the exhaustive list of activities requiring securities licenses and there may be roles that require review on a case-by-case basis. Please speak with your Blackstone Recruiting contact with any questions.
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