Event Manager

Event Manager Job Summary:

The Event Manager is the liaison between the show manager/client and all building operations staff and contractors. After the contract is signed for an event, the Event Manager works directly with the client to provide any needs from the facility. In addition, the Event Manager makes certain that all building policies and procedures are followed in preparing for and implementing the event. When the event is in the building, the Event Manager runs the show, making certain that the client’s needs are met, and any building or safety issues are addressed immediately. The Event Manager is the JCC staff member with whom the client will have the most contact before, during and after the event; and it is imperative that service is a priority with the position. It is important that the Event Manager can anticipate potential problems and, in all cases, be solution oriented so that the client can achieve the most important result – a successful event. The Event Manager is the first and last staff member the client sees during the event; and the quality of service a client receives is the best sales tool for a return visit. The Event Manager will supervise, indirectly, all building operational staff during an event activity. This position will report to the General Manager.

Essential Job Functions (including to but not limited to):

• Responsible for planning, coordinating, and facilitating the logistics of assigned events; act as liaison for building with all parties and departments involved in the event.

• Coordinates and provides clear, concise, and timely communication with building staff of all requirements necessary for events by preparing and distributing detailed event resumes, diagrams, event staffing requirements, set-up requirements, general instructions and supporting documentation for each event using industry specific software.Communicate changes before and during events.

• Develop and control event budgets including preparing Pre-Event Event Financial Estimates to clients based on potential operational costs during the course of the event; coordinate the completion of Post-Event Financial Settlements through Invoicing and Collections.

• Troubleshoot during event preparation and during event to ensure that all event setups are correct including making decisions about policy, procedures, billing and staffing.

• Monitors in-house set-up to ensure that the facility, equipment, physical set-up and labor provided meet the requirements of contractual agreements within the constraints of safety, health, and fire code standards.

• Ensure that all event insurance certificates, licenses and permits required for events or production are obtained in a timely manner.

• Oversee all production, set up, staffing and event-related contracted services for assigned events.

• Ensure that the facility is cleaned prior to, during and after all events to maintain the building appearance and increase customer satisfaction.

• Communicate and coordinate with catering manager all catering needs and event planning.

• Serve as a facility representative at assigned events by enforcing facility policies and procedures; identify and resolve public and event-related complaints in a professional manner ensuring customer satisfaction.

• Analyze challenges, identify alternative solutions, and project consequences of proposed actions and implement recommendations in support of organizational objectives.

• Attend various weekly scheduled building meetings.

• Communicate any problems and proposed solutions to the General Manager.

• Establish and maintain effective working relationships with lessees/clients, co-workers, part-time staff, contractors, patrons/public and municipal officials.

• Manages and oversees assigned events, as well as those events assigned to other Event Managers/Coordinators.

• Act as facility manager on duty as required.

• Complete all duties with a customer service focus through teamwork & dedication to Spectra’s principles.

• Send out survey’s post notes after each event.

• Perform other duties and responsibilities as assigned.

Qualifications:

• Bachelor's degree (B. A.) from an accredited four-year college/university with major coursework in event management, facility management, sports management, hospitality management, business administration or related field required.

• One to three (1-3) years of increasingly responsible experience in event management in a public assembly facility, convention center, arena, hotel, or similar facility. Internship experience will be considered in lieu of full-time experience.

• Ability and willingness to work a flexible schedule including long and irregular hours that may vary due to functions and may include early mornings, evenings, weekends, holidays, and extended number of consecutive days.

• Knowledge of operational characteristics of events, including crowd management and control techniques; fire and public safety regulations, food service practices, A/V equipment and relevant federal, state, and local regulations.

• Demonstrates familiarity with facility use contracts.

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• Must have supervisory experience and the ability to select, train, motivate and manage staff.

• Exemplary customer service skills with the ability to handle multiple tasks and priorities simultaneously.

• Ability to work independently and as part of a team.

• Professional presentation, appearance and work ethic.

• Strong written and oral communication skills.

• Certified Meeting Professional Certification (CMP) is preferred, but not required.

Skills and Abilities:

• Must have a demonstrated ability to function in a fast paced, high-pressure environment.

• Ability to follow both written and oral direction with minimal continuous supervision.

• Highly motivated, self-directed, personable, positive and hard working.

• Detailed oriented, self-motivated and able to perform independently with minimal supervision.

• Strong communication skills and works well in a team-oriented environment.

• Excellent organizational, planning, communication and interpersonal skills.

• Ability to undertake and complete multiple tasks.

• Maintain an effective working relationship with clients, employees, exhibitors, patron and others encountered in the course of employment.

• Organize and prioritize work to meet deadlines. Work effectively under pressure and/or stringent schedule and produce accurate results.

Note: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.