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Visitor Relations Associate

Department: Enablement - Impact Team
Location: Seattle, WA

Location: Seattle

 

WHO WE ARE

Opus Agency is a strategic event consulting firm advising some of the world’s most influential brands to design, create, and manage their most important events and experiential campaigns. We partner with our clients to build fully integrated, highly effective teams that create remarkable experiences and activations around the world.

Opus Agency is known for fostering the growth and development of professionals who have a passion for the event industry.  In pursuit of that, we offer an extensive training program, resources, and mentorship with dedicated event professionals who have decades plus of experience.

WHAT WE ARE LOOKING FOR

The Visitor Relations Associate supports the Discovery Center to inspire local and global change among its guests by offering exceptional customer service and coordinating registration and check in for guests related to timed general admission ticketing, group reservations, and events.  This role is primarily on-site and public facing, aligning with the Discovery Center’s public hours, including weekends and some evening events. This role manages internal systems including outlook calendar/inbox, booking software, and Salesforce systems and supports with information management including reporting on key metrics and support with communications.  

ESSENTIAL RESPONSIBILITIES

       Ticketing, Check-in & Registration:

  • Coordinate timed ticketing; group bookings; and event registration for visitors pre-visit
  • Manage booking software re: timed ticketing and group reservations, coordinating schedules of staff, public availability and offerings in the system.
  • Manage scheduling of virtual, in-school, and in person groups.
  • Work with POS and kiosks for on-site registration.
  • Oversee check-in process on site for guests for general/timed admission, events, and groups.
  • Provide exceptional customer service to support visitor booking experiences for all offerings, utilizing phone, email, and face-to-face support.
  • Support registration process and check-in for on-site events in Discovery Center.
  • Coordinate transfer of information to Salesforce database.
  • Engage with software vendor and internal staff on troubleshooting and service tickets.
  • Train and onboard other new staff and support personnel to the check in and registration systems as needed.

Communications, Systems & Outlook:

  • Manage master outlook calendar with appointments and schedules for staff.
  • Manage and forecast calendar. Liaise between employees, calendar, and customers. Use strong communication and planning to note any gaps and address as needed.
  • Mange the shared inbox and phone system, responding and escalating as needed in a timely manner.
  • Support monthly reporting, compiling and updating information for reports
  • Support e-newsletter and other communications as needed.

YOU SHOULD HAVE

  • 3+ of experience in customer service, information management and administrative responsibilities.
  • Microsoft Office suite program experience (Outlook, Word, OneNote, etc.)
  • Ability to effectively prioritize workload on multiple projects & events simultaneously.
  • Display strong critical thinking, organizational, and analytical capabilities.
  • Demonstrate strong verbal and written communication, presentation skills, email& memo writing.
  • Exceptional attention to detail
  • Accept changes with short notice and tolerate frequent interruptions.
  • Work cooperatively with other employees, vendors, and clients
  • Portray professional presence through superior communication, presentation, promptness, and appearance.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Ability to present information and respond to questions from a group of managers, clients, customers, or the public.
  • Ability to interact both on a one-to-one and group basis.
  • Reasoning Skills - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited.
  • standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule.

TRAVEL REQUIRED

On site requirements will vary depending on access to the foundation, pandemic restrictions, and Discovery Center reopening plans. Estimate – 1-2 days per week beginning in October 2021, transitioning to 5 days per week beginning in January 2022.

WHAT YOU CAN EXPECT IN RETURN

  • Full time position
  • Opportunities for growth and development
  • Health & Dental Insurance (choice of plans)
  • 100% Employer paid short-term disability and life insurance.
  • Opportunity to elect additional life insurance and LTD insurance at employee expense.
  • Paid parental leave.
  • Opportunity to contribute pre-tax dollars to flexible spending accounts.
  • 401(K) with employer match
  • Flexibility in work schedules
  • Dog friendly environment
  • Generous paid time off

Other Duties and Acknowledgement

The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee a general sense of the responsibilities and expectations of his/her position. Duties, responsibilities, and activities may change at any time with or without notice.  This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

 

Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the esse

 

 
 
 

 

 
 
 

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