Job details

Event Manager

Apply here:

https://belmont.csod.com/ats/careersite/jobdetails.aspx?site=10&c=belmont&id=2675

The Event Manager position is responsible for managing events and clientele within the Office of Strategic Venues & Event Services (OSVES). While our Event Management team thrives on collaboration and cross-training, this role will primarily focus on events housed within the Fisher Center for the Performing Arts (FCPA). This position is designed to help facilitate the efficient operation of the Office of Strategic Venues & Event Services “Centralized Services” model by supporting the event needs of internal and external clients through the management and advancing of events, preparation and maintenance of contracts and estimates, front of house support and customer service, and data and schedule management.

Working from the vision and priorities set forth by the University’s aspirational aim, the position will work closely with the Associate Director of Event Services and the Fisher Center Operations Manager to achieve divisional goals, some of which support revenue driven initiatives. As a key member of the OSVES team and under the broad leadership of the Senior Director of Event Services, this position will work collaboratively with all venues including the Curb Event Center, Fisher Center for the Performing Arts, and broadly across campus to help make our biggest dreams a reality. This position reports to the Associate Director of Event Services and is a strategic extension of the Fisher Center for the Performing Arts team.

Essential Functions:

Assist the Associate Director of Event Services in the daily operation of the Office of Strategic Venues and Event Services. Includes high levels of hospitality, client communications, and when needed, facility tours for prospective clients.
Broadly support event management and clientele within the Office of Strategic Venues & Event Services.

Serve as the turn-key liaison for managing client relationships as it pertains to scheduled events hosted on the Belmont University campus. Perform event manager duties as assigned. Serve as Manager on Duty for assigned campus events.

Prepare contract and event estimate for clients. Secure event contracts, including lease agreements, usage policies, expense estimates, house policies, certificates of insurance and deposit payments.
Manage and maintain client account and database. Manage and maintain accurate billing information for each event, including the verification and processing of invoices for all vendors used (CSC, Medical, Parking and Police).
Coordinate with Business Operations & Finance Specialist to ensure client invoices are received and paid.
Assist in the development and distribution of materials relative to coordination, execution, sales or operations. Conduct accurate research and concisely summarize information.
Ensure communication between the Office of Event Services and Belmont University users in a timely, complete, and accurate fashion and keep, or cause to be kept, permanent records.
Maintain applicable event/client notes which includes completing facility walk throughs with contracted clients before/after each event. Keep permanent records of each event.
Hire and supervise student workers. Assists in training development and facilitation of floral design assistants.
Occasional travel to attend training, trade shows, meetings, and conferences.Specialized Responsibilities: Fisher Center for the Performing Arts (FCPA)
Intently support Fisher Center for the Performing Arts event management and clientele.
Assist in the maintenance of resources at Fisher Center that create a hospitable environment for all guests such as Audience ADA accommodations, ASL accommodations, booster seats, ear plugs, and other resources.
Contact and contract professional services as needed for effective FOH operation; coordinate appropriate Front of House (FOH) staffing calls (CSC, EMT, Custodial, etc.) for Fisher Center events.
Coordinate with Campus security for all briefing and execution for any/all safety concerns.When necessary, coordinate use of wands, magnetron, etc.
As a strategic extension of the FCPA team, partner with FCPA production staff to understand and address FOH needs.
Coordinate, direct, and otherwise manage placement and setup of FOH displays and set-ups.
When needed, manage or supervise count-in and count-out of sellable merchandise for accurate and timely settlement and collection of funds.
Support venue request form review, approval, and follow-up efforts.
Support FCPA Box Office in providing exceptional customer care, enhancing FOH efficiencies, troubleshooting, and effective problem-solving.

Qualifications (Knowledge, Skills and Abilities):

High degree of self-motivation, optimism, innovation, and creativity.
Demonstrated ability to manage multiple projects and systems.
Ability to improve processes and efficiencies.
Strong organizational, time management, attention to detail, and problem-solving skills.
Two or more years of progressive leadership experience in event management.
Works effectively in team environment by cooperating with other members to achieve common goals.
Highly developed interpersonal skills, a team player who possesses the ability to work well at all levels.
Calm and analytical with a solutions-driven mindset when confronted with unexpected situations.
Familiarity with the operation of a performance arts or event center and event life cycle from booking to post event wrap up; ability to answer inquiries about available dates, estimate client expenses, explain usage policies, contract the event, and fully execute the needs of the event including production, technical support, facilities, etc.
Availability to work flexibly to cover nights, weekends, and/or holidays as needed.
Basic understanding of OSHA and crowd control requirements.
Exceptional oral and written communication skills.
Knowledge or ability to learn room-scheduling software such as EMS.
Strong working knowledge of Microsoft Office especially Word, Excel, and Outlook.
Experience working in a fast-paced environment with the ability to respond to high pressure situations and thrive in an environment of hard work.
Ability to work effectively with a wide range of constituencies in a diverse community.

Job Type: Full-time

Benefits: