Reservations and Logistics Assistant  

Summary of Work Activities and Responsibilities:

The Reservations and Logistics Assistant V provides frontline coordination and logistical support for booking inquiries, venue reservations, and guided tours of Areté. The position ensures that internal and external clients are efficiently guided through the reservation and tour process, while maintaining smooth communication with relevant campus offices and personnel involved in venue use and maintenance.

Main Duties and Responsibilities
I. Venue Reservation and Booking Support

Receives and responds to booking inquiries and requests for the use of Areté spaces

Guides clients through submission procedures, reviewing forms for completeness, and following up on pending permits or approvals in coordination with relevant offices

Assists with onsite needs during client visits or ocular inspections, ensuring all inquiries are addressed

Gathers detailed information from clients regarding event requirements, usage timelines, and technical/logistical need

Prepares and presents a detailed summary of client requests to support evaluation and final approval by the Executive Director and/or the Artistic Director

Communicates decisions to requesting parties

II. Coordination and Logistical Support

Supports logistical preparations for events hosted at Areté, in coordination with clients, internal offices, and service providers

Reserves setup needs ensuring that technical, security, and housekeeping requirements are addressed ahead of the event

Informs the Campus Safety and Mobility Office (CSMO), Central Facilities Management Office (CFMO), and other relevant units of approved events and activities within Areté

Monitors the use of spaces during events to help ensure venue policies and guidelines are followed

Coordinates with internal units (e.g., Artistic Director’s Office, Sandbox Programs, Makerspace) regarding venue availability, ongoing activities, and overlapping space use

III. Guest Relations and Tour Coordination

Welcomes and assists guests participating in Areté programs, projects, and events

Facilitates requests for guided tours of Areté, coordinating tour schedules and ensuring a smooth experience for visitors

Acts as a consistent point of contact for prospective clients, ensuring professional handling of inquiries and feedback

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities:

• Client and Guest Relations: Strong interpersonal and communication skills; able to interact effectively with a wide range of clients and visitors
• Organization and Coordination: Capable of managing multiple tasks, schedules, and logistical requirements with attention to detail
• Records and Documentation: Basic experience in recordkeeping, filing, and coordination of event requirements
• Event Support and Logistics: Familiar with booking processes, space usage, and onsite logistical coordination
• Flexibility and Responsiveness: Able to adapt to changing requirements and respond quickly to client or team needs

Education and Experience Requirements:

• Bachelor’s degree in any field
• At least 2 years of relevant work exp