Event Operations Manager (Full -Time)

Event Operations Manager (Full -Time)
Department:Guest Experience
Reports To:Director of Event Sales and Operations

ROLE & LEVEL/GRADE:L2/5

SUMMARY

The Event Operations Manager is responsible for guiding customers through event experiences, providing solutions that meet their goals and objectives to result in a compelling event or visitation experience. This position is responsible for coordinating and managing event logistics among all museum departments, particularly sales, advancement, and marketing. The Events Operation Manager will work collaboratively with all departments in planning and executing events supporting all of the museum’s departmental operations. Event contracts can range between a small group event 20+, up to a high-end event production 500+.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support the Director of Event Sales and Operations with the coordination, logistics and execution of confirmed venue rentals.
• Attend site visits, pre-event planning meetings, and appropriate venue meetings as necessary to support the customer event experience.
• Serve as primary internal contact for all rental and internal special events by maintaining the institutional event calendar, responding to all event requests within 72 hours and internally communicating event logistics and needs in the weekly BEO report.
• Lead weekly BEO meeting.
• Provide timely information to all appropriate departments regarding event set up and execution.
• Coordinate and manage all aspects of events as identified in each BEO, including, but not limited to, event agenda, audio-visual requirements, special attention guests, event room set up, catering, group transportation, power requirements, key requirements, storage and deliveries, registration requirements, entertainment, security, guest service needs etc.
• Liaise with venue rental clients and organizational partners during event planning phase.
• Coordinate and participate in post-event “recap” meetings.
• Inspect room set up and equipment prior to each event.
• Schedule and organize internal events including logistics. Serve on internal event committees to further the organization’s goals and partnerships.
• Deliver World-Class Service by cultivating and maintaining relationships with customers, venue personnel and various departments.
• Monitor expense for facility rentals.
• Meet regularly with catering manager to plan and review operational items including but not limited to menu, promotions.
• Advise senior management on logistical and operational issues, and opportunities surrounding revenue and operational efficiencies.
• Create and present information and reports, as needed, to senior management related to performance, pipeline, etc.
• Assist with events as needed.
• Maintain excellent customer service by maintaining a positive and friendly attitude and through guest interactions by answering questions related to reservations and other general information about the museum.
• Must be open availability to meet clients for site visit.
• Other duties as assigned.
• Attend industry events.
• Supervise the Event Operations Coordinator and Event Operations Lead.
• Other duties as assigned.

MINIMUM JOB QUALIFICATIONS/EDUCATION:

• Bachelor’s degree or equivalent education and experience.
• 3 + years of experience of event/sales experience/leisure
• Basic knowledge of Microsoft Office.
• Knowledge of specific hospitality industry applications preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Requires exacting attention to detail.
• Ability to work with board of directors, major partners
• Experience managing a team and collaborating with others.
• Must be highly organized with the ability to prioritize and manage multiple projects and timelines.

• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks, prioritize effectively, and work well under pressure.
• Positive and professional attitude with strong interpersonal skills.
• Willingness to learn and take initiative in a fast-paced environment.
• Ability to work flexible hours, including nights, weekends, and holidays as needed.
• Must be able to handle confidential/financial information.
• Basic knowledge of event or hospitality operations preferred.
• Fluency in other languages will be beneficial.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

The physical requirements stated represent those necessary for an individual to fulfill the essential duties of this job. Reasonable accommodation can be made for qualified individuals with disabilities, ensuring equal employment opportunities. Please let us know if you require accommodation to participate in the application or interview process.

• Must be available to work evenings and weekends on a consistent basis
• Must be able to stand for long periods of time, move quickly from space to space to quickly resolve issues and oversee events team members
• Must be able to work for extended periods of time in elements, sun, heat, wind, etc.
• Daily tasks require variety of physical activities, related to walking, standing, stooping, sitting, reaching, lifting (up to 50 lbs.)

CLEARANCE REQUIREMENTS:

• Background clearance
• Drug screening as part of the Drug Free Workplace Program.