Manager, Event Sales and Administration

Full job description
The Manager, Event Sales and Administration, is responsible for leading and managing campus events from start to finish. This includes sourcing and coordinating event personnel, venues, caterers, and production vendors; accurately forecasting needs and managing event budgets; maintaining event registration lists and attendee communications; invoicing and recording payments; and coordinating on-site vendors. Throughout the event lifecycle, the Manager, Event Sales and Administration ensures that client needs are met with professionalism and attention to detail.
In collaboration with the Director of the Center for Performing Arts and Event Management, the Manager, Event Sales and Administrationwill research, plan, and execute events and programs designed to generate revenue and strengthen relationships with internal audiences and key external constituencies including local, state, national, and international officials, businesses, and civic leaders. This role also oversees some of the College’s most high-profile and impactful events.

Minimum Qualifications
EDUCATION AND EXPERIENCE
Associate’s (60 credits) or Bachelor’s degree from an accredited institution in arts, communications, events planning, business, or related field required
Certification in event planning preferred.

For applicants with a Bachelor’s degree
Minimum of 3 years of full-time experience in theatrical and/or events planning
Minimum of 2 years of supervisory experience at an event venue.

For applicants with an Associate’s degree
Minimum of 5 years of full-time experience in theatrical and/or events planning.
Minimum of 2 years of supervisory experience at an event venue.

Criteria
CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position.

ESSENTIAL DUTIES
Supervise and evaluate the Event Sales Administration team, including Event Coordinators and other assigned staff; set clear expectations and hold team members accountable for service standards aligned with departmental goals.
Serves as the principal liaison to College-wide event committees ensuring goals and expectations are clearly defined and achievable. Provide expert support and stewardship to each committee.
Assist the Director of the Center for Performing Arts and Event Management with fiscal oversight, including the development, planning, and management of event budgets through cost-effective analysis and review of funding sources for all special events and activities.
Respond to sales inquiries as assigned from potential clients and maintain good working relationships with existing clients.
Serve as the liaison between clients and the Event Production Operations and Client Services Guest Experience teams to ensure a smooth transition from sales to service delivery.
Consult with clients on all aspects of event planning and execution, including concept development, venue selection, guest list creation, invitation and program design, menu planning, décor, physical arrangements, and event schedules. Oversee these same elements for events hosted by the Event Management department.
Facilitates weekly meeting with campus partners to communicate key details of upcoming events, and coordinate event support with on-campus departments such as security, grounds, facilities, housekeeping, parking, audio/media (CET), and college volunteers.
Coordinates college-wide events such as professional development days and “Welcome Back” activities.
Create accurate event and production estimates, service contracts, and payment invoices.
Follow up with clients on outstanding contracts, Certificates of Insurance, waivers payments and other required documentations.
Maintain accuracy and accountability of event budget, deliver wrap-up reports, and identify areas for improvement. Evaluate outcomes against established goals. Manage fiscal requirements including receipt collection, invoicing, and creation of monthly financial reports detailing event revenue.
Manage Client and Event information in our CRM database, Airtable.
Identify and address obstacles that may hinder the successful execution of event programs.
Cultivates revenue-generating activities by seeking out, establishing, and managing vendor relationships and contracts related to their areas of responsibility.
Collaborate with College leadership to ensure event vendor and partner relationships serve the best interest of the college and comply with applicable regulations and policies.
Identifies best practices and opportunities for improvement in existing College events and recommend changes or additions to College policies and procedures.
Define, implement, and uphold critical customer service standards aligned with the College’s vision, mission, and strategic plan. Provide internal and client feedback and incorporate learning into future event plans.
Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES
Demonstrated project management, time management, and organizational skills
Demonstrated ability to meet or exceed revenue targets through effective event planning and execution.
Demonstrated knowledge of planning, production and management of a wide range of events including large-scale, small, high-profile, and informal events for diverse and distinguished guests
Demonstrates a high level of proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with databases, such as Airtable.
Ability to resolve complex problems using creative reasoning and logic to analyze issues and provide resolutions
Excellent communication and interpersonal skills. Capable of managing multiple priorities and projects while collaborating in a fast-paced, multicultural team environment.
Knowledge of, and experience with, event planning software applications such as Social Tables, AutoCAD, or Vectorworks are preferred.

Job Requirements
PHYSICAL REQUIREMENTS
Typical office environment; frequently lifting and carrying items up to 50 lbs.; infrequently twisting or bending at the waist or reaching overhead; frequently traveling between buildings on campus, to other campuses or off-campus to meet with vendors and attend events; frequently listening to and talking with clients, vendors, students, faculty and other staff members either in person or by telephone; standing or walking; sitting at a desk or workstation using a computer display, keyboard, and mouse; weekend and evening hours required.

OTHER REQUIREMENTS
Ability to communicate effectively in spoken and written standard English.
As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.

Is Background Check Required?
Yes

Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?
No Read more