Overview

The Event Manager will manage every aspect of their assigned events from the advance planning stages through the end of the event; hire, train, schedule and supervise necessary event staff; oversee building security and interact with local public safety officials to ensure events run smoothly; coordinate communication between event staff/security and delegate assignments; be responsible for and ensure overall customer and lessee satisfaction and experience. 

The Event Manager reports to the Director of Events and will oversee assigned Events in the Central Bank Convention Center, Lexington Opera House and Rupp Arena.
Qualified candidates should possess the following:
> strong organizational skills (very detailed)
> professional communications (oral and written)
> a keen sense of customer service
> overall flexible, easygoing attitude
> excellent time management skills

This role will pay a salary of $45,000 - $50,000.

Benefits: Health, Dental and Vision Insurance, 401 (K) Savings plan, 401(k) matching and paid time off (vacation days, sick days and 11 holidays).

expires 5/15/2024

Responsibilities

• Advance, plan, service, and supervise all events
  • Acts as primary client contact during all phases of event management, ascertain client requirements for event set-up, etc. to ensure event runs as requested.  Provide clients with updates as necessary for each assigned event.   
  • Lead site visits and meetings with clients for all assigned events. 
  • Create Event Plans/Documents and distribute to departments with complete event information.
• Plan, direct and evaluate the work of various departments in coordination with event processes.
  • Function as a liaison between users of the facility and the facility staff
  • Coordinate communication between building staff and show staff during load in and load out
  • Create and distribute detailed data sheets prior to every event
  • Provide leadership and guidance for event personnel from advance to closing and settlement of event.
  • Establish and maintain effective working relationships with lessees/clients, co-workers, part-time staff, contractors, patrons/public and municipal officials
• Manages events in facility, maintaining close contact with clients and venue staff to ensure successful events; follows up on all client requests, concerns and issues during the event to ensure resolution.
  • Assist in the preparation of building to meet the requirements of upcoming events/shows
  • Advise lessees on services available from independent contractors for events
  • Investigate and resolve event-related complaints in a professional manner ensuring customer satisfaction
  • Communicate with municipal officials, including police, fire and medical services, event staff and public to ensure security of patrons and events run smoothly
  • Review emergency planning procedures with all event staff for each event
  • Verify that event spaces have been set accurately to client specifications while staying within fire code and building policies.
  • Ensures facility rules, regulations, policies and procedures are enforced and adhered to by client and associated vendors.
  • Anticipate problems and develop appropriate solutions. Investigates, analyzes and solves operations problems and complaints.
• Operational/Financial decisions/processing
  • Assist with the completion of pre-show event financial estimates
  • Assist with the completion of post-show event settlements
  • Prepare cost estimates and monitors final billing.
• Analyze challenges, identify alternative solutions, and project consequences of proposed actions and implement recommendations in support of organizational objectives
• Observe and submits maintenance request orders for repairs and damages. 
• Attend and participate in weekly Operation Meetings.
• Communicate clearly and concisely in the English language, both orally and in writing
• Work a flexible schedule, including long nights, early mornings, weekends & holidays as needed
• Maintain and manage event related information in event management software, Momentus.
• Complete all duties with a customer service focus through teamwork & dedication to Oak View Group’s principles
• Recommend and evaluate required event staffing levels for various support departments
• Communicate with municipal officials, including police, fire and medical services, event staff and public to ensure security of patrons and events run smoothly
• Review emergency planning procedures with all event staff for each event
• Serve as the Manager on Duty as assigned and respond to any emergencies.
• Other duties and responsibilities as assigned

Qualifications

• Experience in event management in a stadium, arena, convention center or public assembly facility setting preferred
• Bachelor’s degree from an accredited college/university with major coursework in facility management, hospitality management, business, or related field
• Strong oral and written communication skills
• Knowledge of crowd management and control techniques
• Knowledge of customer service practices
• Knowledge of principles of supervision, scheduling, and training employees
• Work independently exercising judgment and initiative with minimal supervision.
• Maintain an effective working relationship with employees and others encountered through the course of employment.
• Excellent organizational, planning, and interpersonal skills.
• Ability to prioritize multiple projects.
• Ability to demonstrate problem-solving and communication skills.
• Organize and prioritize work to meet deadlines.
• Work effectively under pressure and/or stringent schedule and produce accurate results.
• Remain flexible and adjust to situations as they occur.
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Operate standard office equipment and personal computer using MS Windows, MS Excel, MS Outlook, MS Word.
• Ability to occasionally lift and/or move up to 50 pounds; perform climbing, lifting, carrying, pushing, pulling and stooping. Ability to stand and sit for long periods.
• Ability to work irregular hours that may vary including daytime, evening, weekends and holidays.
• Experience in event management software (Momentus) preferred, but not required.
• Experience in CAD preferred, but not required