Job Overview
Employment Type
Part-time
Compensation
Hourly
Exact $16.25
Work Schedule
Flexible
Weekend Shifts
Benefits
accrued paid time off
Job Description
Tulsa City-County Library is a leading public library system serving the Tulsa community with a commitment to equity, diversity, and inclusion, promoting a culture of public service and accessibility. The library system operates multiple locations, including the Central Library and the new Rudisill Regional Library, both of which provide unique event spaces that support a diverse range of public and private gatherings. Known for its dedication to connecting people of all backgrounds to vital information resources, Tulsa City-County Library values empathy, respect, and curiosity among its employees, creating an environment where the community can learn, grow, and succeed. As an organization, it emphasizes employee engagement with the public and strives to make a meaningful impact within the community it serves.
The Events Assistant position is a part-time, 20-hour per week role based out of the Central Library at 400 Civic Center, Tulsa. With a competitive hourly wage of $16.25, this role is ideal for a dynamic, highly organized, and creative individual who is passionate about event planning and hospitality. The Assistant supports the Events Coordinators in orchestrating a wide variety of events ranging from intimate private gatherings to large-scale author awards and system-wide programs. This role involves hands-on coordination of daily event logistics, vendor liaison, conducting venue tours, and managing on-site operations to deliver seamless and memorable experiences for guests.
The Events Assistant plays a critical role within the Events Department by reviewing venue rental requests, scheduling tours for prospective customers, and collaborating with Event Coordinators to ensure all event-related logistics are meticulously executed. The Assistant acts as the on-site Person-in-Charge during after-hours events, requiring adaptability and effective communication skills to handle dynamic situations while maintaining professionalism and diplomacy. The role demands excellent time management and multitasking abilities to juggle several projects and deadlines simultaneously while catering to frequent evening or weekend events. This position offers a unique opportunity to engage with various stakeholders including library visitors, vendors, and internal teams, fostering strong customer service interactions while supporting the library's mission and community-centered values.
Additional responsibilities for the Events Assistant include submitting resource and support service requests for facilities, security, IT, and audiovisual needs tied to venue rentals, along with assisting in report and presentation preparation. The position also helps coordinate library events in alignment with rental schedules, communicates with vendors, and supports event planning meetings. There is a strong emphasis on supporting Tulsa City-County Library's Equity, Diversity, and Inclusion initiatives and nurturing the culture of the organization known as Be All In. Physical aspects of the role involve occasional moderate lifting and setup duties, requiring a readiness to perform both administrative and physical tasks that contribute to successful event execution. This role is perfect for someone enthusiastic about working within a public library setting, who thrives in a flexible and service-oriented environment where community engagement and hospitality intersect.
The Events Assistant position is a part-time, 20-hour per week role based out of the Central Library at 400 Civic Center, Tulsa. With a competitive hourly wage of $16.25, this role is ideal for a dynamic, highly organized, and creative individual who is passionate about event planning and hospitality. The Assistant supports the Events Coordinators in orchestrating a wide variety of events ranging from intimate private gatherings to large-scale author awards and system-wide programs. This role involves hands-on coordination of daily event logistics, vendor liaison, conducting venue tours, and managing on-site operations to deliver seamless and memorable experiences for guests.
The Events Assistant plays a critical role within the Events Department by reviewing venue rental requests, scheduling tours for prospective customers, and collaborating with Event Coordinators to ensure all event-related logistics are meticulously executed. The Assistant acts as the on-site Person-in-Charge during after-hours events, requiring adaptability and effective communication skills to handle dynamic situations while maintaining professionalism and diplomacy. The role demands excellent time management and multitasking abilities to juggle several projects and deadlines simultaneously while catering to frequent evening or weekend events. This position offers a unique opportunity to engage with various stakeholders including library visitors, vendors, and internal teams, fostering strong customer service interactions while supporting the library's mission and community-centered values.
Additional responsibilities for the Events Assistant include submitting resource and support service requests for facilities, security, IT, and audiovisual needs tied to venue rentals, along with assisting in report and presentation preparation. The position also helps coordinate library events in alignment with rental schedules, communicates with vendors, and supports event planning meetings. There is a strong emphasis on supporting Tulsa City-County Library's Equity, Diversity, and Inclusion initiatives and nurturing the culture of the organization known as Be All In. Physical aspects of the role involve occasional moderate lifting and setup duties, requiring a readiness to perform both administrative and physical tasks that contribute to successful event execution. This role is perfect for someone enthusiastic about working within a public library setting, who thrives in a flexible and service-oriented environment where community engagement and hospitality intersect.
Job Requirements
- High school diploma or GED required
- Some college level coursework preferred
- One or more years experience working in a customer service-oriented industry preferred
- Experience in event planning or hospitality industry preferred
- Experience working with donors or other key stakeholders preferred
- Or equivalent combination of technical training, education or experience
Job Qualifications
- Excellent customer service orientation with exceptional interpersonal and communication skills, both verbal and written
- Excellent organizational, public speaking, and presentation skills
- Ability to interact with stakeholders at all levels, responding with diplomacy, decorum, and confidentiality
- Ability to navigate and perform tasks on a variety of software and hardware, including Microsoft Office
- Ability to think analytically and pay attention to detail
- Ability to establish priorities and organize workload effectively and efficiently to accommodate numerous deadlines
- Demonstrated ability to work independently with minimal daily direction
- Ability to work a very flexible schedule, including extended time during high-volume events during evenings and/or weekends
Job Duties
- Provides excellent library service by assisting venue rental customers, including answering inquiries about Central Library and Rudisill Regional Library spaces, conducting tours, and coordinating with the Events Department to finalize rentals
- Organizes and submits support service requests for facilities, security, IT, Audio-Visual and other needs for venue rentals
- Provides on-site support for events and venue rentals at Central Library and Rudisill Regional Library as needed, including venue rentals, special programs, and other event coverage as assigned
- Acts as the on-site Person-in-Charge during rental events, as needed
- Uses independent judgment, diplomacy, and tact when answering calls, managing daily schedules, and handling correspondence for event inquiries
- Assists in gathering information and preparing reports and presentations as needed
- Provides support with library events and programs as rental schedule and demands allow
- Corresponds with vendors concerning library events and programs, as necessary
- Attends meetings for event planning and makes necessary meeting room bookings and reservations
- Provides support for the Peggy V. Helmerich Distinguished Author Award and other system-wide events, as needed
- Actively supports TCCL’s Equity, Diversity and Inclusion efforts, and the Library’s Be All In culture
- Performs other duties as assigned
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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