Events and Guest Services Assistant

Job Purpose

The Events and Guest Services Assistant is the first point of contact for the Foundation's Events and Guest Services Team, providing event support and exceptional customer service. This role works closely with the Events and Guest Services Manager to ensure seamless operations and memorable guest experiences, supporting both daily logistics and strategic initiatives that enhance the Foundation's reputation for excellence.

Duties and Responsibilities

Administrative and Customer Service

• Monitor the Foundation's primary email; respond to inquiries and general information requests, ensuring the Manager is informed of key communications and emerging issues
• Receive, process and track daily mail and deliveries and disseminate appropriately
• Support management of guest log, data collection, and tracking, providing the Manager with accurate data for reporting and process improvement
• Actively participate in identifying and assist with implementing process improvements to enhance guest services and operational efficiency
• Support resolution of routine guest and event issues independently, escalating complex matters appropriately
• Collaborate with the Events and Guest Services Manager and Facilities team to ensure consistent service delivery and clear communication across all guest interactions
• Demonstrate active and attentive listening to stakeholders and guests to troubleshoot and respond quickly in a variety of situations to meet their needs.
• Contribute to the Foundation's reputation for excellence by ensuring guests and staff receive high-quality service and support.
• Order and stock office and Foundation supplies on a weekly basis.
• Other administrative or support tasks and projects, as assigned

Guest Services Support

• Serve as the first point of contact and liaison between internal and external partners and the Facilities and Guest Services Team, ensuring the Manager is aware of stakeholder needs and communications
• Assists with the collection of information from guest groups, including required worksheets and list of attendees to ensure all needs are communicated and met prior to meetings/events
• Support communication of booking and planning processes for guest meetings for staff, guests, and stakeholders
• Provide meeting information to the Guest Services team as needed, including specific needs for greeting and orientation of guest groups to ensure all meetings and logistics are covered
• Maintain and communicate clear processes and relevant parameters for booking and planning guest meetings to staff, guests, and stakeholders
• Maintain and update the meeting and events calendar, ensuring all bookings are accurately recorded and conflicts are minimized
• Support AV setup for both in-person and hybrid meetings, including troubleshooting technology issues and ensuring all equipment is ready for use
• Assist with greeting and orienting groups, and/or providing information to guest coordinators, as needed via phone or in person ensuring standards for guest experience are met
• Maintain professional and welcoming front office, kitchens, and meeting rooms/spaces, ensuring cleanliness and readiness for guests and staff
• Support set-up and resetting of meeting spaces for events and visitors, enabling the delivery of seamless event logistics
• Assist with setup of beverages and catering for meetings and events, including coordinating with recommended caterers as needed.
• Enterprise-wide event planning and logistics support
• Support and occasionally lead projects or initiatives under the guidance of the Manager, as assigned

Required Competencies

Foundation-wide Competencies:

• Collaborates, Communicates Effectively, Manages Complexity, Builds Networks, Being Resilient, Drives Results, Strategic Mindset, Instills Trust

Position specific Competencies:

• Optimizes Work Processes, Interpersonal Savvy, Plans and Aligns, Action Oriented

Qualifications

Minimum Education and Experience

• High school diploma or GED, three (3) years related professional work experience in customer service, hospitality, guest services, administrative assisting with skills in supporting coordination of meetings and events at a foundation, nonprofit or a combination of equivalent education and experience, as determined by Human Resources.

Specialized Knowledge

• Proficiency with managing a busy office environment and front desk. Strong customer services skills, office management, hospitality or experience managing the experience of customers, guests and visitors.

Skills & Abilities

• Ability to work collaboratively and respectfully with a variety of people and groups.
• Demonstrates active and attentive thought while listening to customers to meet their needs.
• Ensure guest expectations are successfully fulfilled and the organization is positively represented through the interactions.
• Skills in problem-solving and with the ability to troubleshoot to respond quickly in a variety of situations.
• Ability to oversee a robust and fast-paced office environment while working independently, and to meet deadlines.
• Ability to support highly detailed work with speed and accuracy; uses all resources available effectively and efficiently.
• Ability to manage confidential information responsibly.
• Ability to work effectively and efficiently with others and adjust to changing needs and priorities.
• Proficient in operating and supporting modern meeting room technologies, including integrated AV systems, wireless presentation tools, digital signage, video conferencing platforms (e.g., Zoom, Teams), and touch-panel controls in boardrooms and shared spaces.
• Ability to independently schedule, launch, and manage meetings using Microsoft Outlook and Teams.
• Proficient in Microsoft 365 applications including Word, Excel, PowerPoint, and OneDrive.
• Ability to work a flexible schedule to support meetings and events that may fall outside of our normal business hours.

Working Conditions and Physical Requirements

• Work is normally performed in an office work environment.
• Ability to work for up to 4 evening events or meetings per month, or as determined by the Events and Guest Services Manager, is required.
• Regular lifting and moving furniture, equipment and supplies up to 50 lbs., is required.
• Bending, stooping, kneeling and crawling to access supplies and equipment are required.
• Eligibility for remote work is determined by the Events and Guest Services Manager based on the needs of the organization, which may differ from that of the organization.

This opportunity is a full-time, non-exempt position based in Minneapolis. The hourly rate is $34.87/hour. Applications will be accepted through Friday, June 12, 2026 at 5:00 pm Central Time. Please upload both a resume and cover letter.

McKnight is an equal opportunity employer and proudly values diversity. We encourage candidates of all backgrounds to apply. More information about The McKnight Foundation can be found on our website.

The above statements are not intended to encompass all functions and qualifications of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this description.