Event Manager – Memorial Auditorium

POSITION SUMMARY

The principal function of the position is to assist in the daily operations of the auditorium including assisting with booking requests, event planning and management, box office set up, and serve as a support to auditorium management; understand and operate the computerized ticketing system; provide information regarding performance time schedules, location of events, and pricing and seating arrangements; provide friendly and effective customer service for patrons and clients.

DUTIES AND RESPONSIBILITIES

• Prepare a variety of reports for Auditorium Manager, Technical Director and Maintenance staff;
• Meet with prospective clients to answer questions, provide venue tours, prepare rental estimates;
• Prepare event resume or dossier for confirmed events by working with rental client and venue departments;
• Maintain event calendar in consultation with General Manager;
• Review venue policies and procedures with clients;
• Research and identify new clients in consultation with General Manager;
• Assist in filling out requisitions and running reports for completion of grant applications;
• Prepare reservation reports for weekly meeting for staff review/discussion;
• Work with outside individual groups and organizations to assure that the gallery has exhibits each month such as Beverly Corcoran Art Gallery, booking monthly displays and scheduling artists receptions;
• Serve as onsite venue representative for events as required;
• Assist in event set up, operation, and tear down as required;
• Create current event information and distribute by means of mailings, newspaper advertising, social network sites and displays;
• Create posters and other marketing materials for venue and events as requested.

POSITION COMPETENCIES

• Operate a variety of standard office equipment such as a desktop or laptop computer and various software applications for word processing, spreadsheets, etc.; understand and be able to use RecTrac and Ticket Sage;
• Communicate effectively both orally and in writing to maintain effective working relationships with other City employees and the public, and to use open communication with the Auditorium Manager and staff regarding daily operations;
• Maintain important records efficiently and accurately, and prepare clear and concise reports;
• Maintain positive business relationships with annual clients with respect to contacts and dates;
• Coordinate onsite needs for external vendors (caterers, florists, DJs, etc.);
• Recruit and train volunteers for usher, ticket taker, and light cleaning duties;
• Review and update Emergency Procedures manual.

EDUCATION

• • High school diploma or GED equivalency;
  • Automated ticketing software, ticket sales and/or customer service experience;
  • Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
  • Prior event planning, banquet sales, wedding sales or venue management experience in a multi-purpose facility.

PHYSICAL DEMANDS/WORKING CONDITIONS

This position is may be stationary for 50% of the time; however, this position needs to occasionally move about inside the office or building (between buildings) for meetings, interviews, and managing events, projects and standard office filing; periodically operates a computer and other office machinery; occasionally climbs stairs; may position self to bend, lift or carry packages; must have effective visual acuity, and ability to hear and verbally communicate clearly.

This position is required to work evenings, weekends, and some holidays, as determined by scheduled events.