Event Manager

Position Description

The Event Manager will be a successful and enthusiastic person able to produce events of high quality from conception through completion. Our Event Manager helps enhance our visibility in the community.  The Event Manager will be responsible for assisting with planning our in-house events that advance the recognition of the museum.  He/she will also help discover new opportunities within the community to establish a stronger bond with our target audiences.  This position requires on-site work.

Responsibilities

- Hire, train, manage, and supervise the Event Support Staff; Responsible for Event Support Staff scheduling and the generation of timesheets.

- Oversee the museum calendar and calendar process to include: Manage EventPro software (calendar software); Process EOL (Events Online) requests, enter approved events to the calendar; generate set up memos within EventPro; Provide updates to ensure accurate reporting of events, inventory resources, and departmental task resources for each event.

- Communicate event requirements via set up memos, diagrams, e-mail, and schedule meetings with appropriate department staff. Verify details of event; event timelines; confirm vendor deliveries, security and housekeeping needs to ensure events run smoothly.

- Timely generate all necessary purchase orders/check requests for each event; reconcile receipts/invoices post event.

- Manage all aspects of the event planning process including collaboration with program managers, venue identification and details (when offsite), menu development, printing and design of materials and budget tracking.

- Event planning, design and production while managing all project delivery elements within time limits.

- Liase with vendors; obtain and negotiate bids with vendors by developing a network of event subcontractors that make planning each event a simple process.

- Develop and sustain tracking system for Event Department inventory

- Manage and maintain overall organization and inventory for Events

- Serve as liaison with clients, vendors, and internal Museum department staff during events. Assist external clients with any on-site events needs/requests.

- Schedule meetings as needed with internal/external clients and outside vendors of Museum prior to event.

- Initiate pre and post event evaluations with clients and report outcomes.

- Create and manage the Events budget and assist with budget suggestions related to other museum events as needed. Organize facilities and manage all event’s details such as décor, catering, entertainment, transportation, location, special guests, equipment, promotional materials, etc.

- Proactively handle any arising issues and troubleshoot any emerging problems on the event day and be available during the event for any issues.

- Direct and assist caterers/outside vendors on-site during events to ensure that all Museum policies and procedures are strictly followed. Monitor catering service times to ensure successful service.  Ensure compliance with insurance, legal, health and safety obligations.

- Oversee equipment in Kitchens. Pre/Post event inspections (cleanliness of kitchen; equipment working properly).

- Prepare and preserve event files by tracking and ensuring that all proper paperwork is in the file including contracts, deposits, insurance certificates, staffing/operations sheets, final billing, and initial notes.

- Ensure contracts completed with all outside vendors, caterers, and hosts.

- Document pictorial archives of all events by developing and organizing photos in appropriate albums based on specific events.

- Research potential vendors/equipment for current or future events.

- Maintain file correspondence, update catering menus & insurance, event equipment suppliers, event reference materials.

- Purchase event inventory, office supplies, and Event Support Staff uniforms.

- Manage inventory of Event Signage; create signage as needed

- Physically assist Events Support Staff with set-up/break down of events.

Supervisory Responsibilities

- Event Support Staff

Skills and Requirements

- Previous museum experience as events coordinator/manager or organizer desired.

- EventPro or other calendar tracking Event Experience preferred

- Excellent written communication and organizational skill; proficient in composition, spelling, punctuation, and grammar

- Must be responsible, reliable, and available to work the schedule necessary to support museum events scheduled early mornings, during the day, in the evenings and on weekends.

- Excellent time management and communication skills.

- MS Office proficiency

Key Characteristics/Traits

- Ability to handle multiple projects and work independently

- Must be a self-starter

- Proven strong organizational and analytical skills

- Well-developed interpersonal skills required to deal with a wide variety of constituents

- Outstanding Customer Service

Qualifications

Qualifications/Education

- BS in Hospitality Management, marketing, or related field.

- Prior VIP event experience preferred.

- Food Handler Certification required (class provided); Texas Alcoholic Beverage Commission (TABC) certificate preferred.

- Must follow proper food-handling etiquette and direction regarding preparation, handling, storage and disposal of food.

- Must be able to stoop, lift, and carry objects not exceeding 25 pounds. Job requires long periods of walking and standing

Other Job Requirements

- Maintain confidentiality of all museum information and records.

- Evening and weekend work required.

- Must successfully complete MVR, background and drug screens.

- Smart Phone Required

- Portfolio availability preferred.