EXECUTIVE DIRECTOR FAIRFIELD BAY CONFERENCE CENTER

The Director will lead the Fairfield Bay Conference Center in overseeing all aspects of the organization to ensure operating efficiency and effective business management. Plan, organize, and direct all functions required to operate and monitor activities and services of the conference center. This position is expected to work closely with community leaders, government officials and the public. The basis of all engagements will be communication, recognition, and collaboration. The Director will build a culture focused on kindness, collaboration, and the intrinsic shared purpose to do what’s right.

POSITION SUMMARY

Under general direction of the Fairfield Bay City Council and Mayor serves as Director for all Fairfield Bay Conference Center activities, including but not limited to facilitating meetings, professional development, conventions, and other public and private events. The Conference Center Director is responsible for all aspects of facility operations including booking, contract preparation, collecting payments and permits, pre-and post-event inspections, inventory control, final billing, financial reporting, and the use of technology. This includes the supervision and coordination of assigned staff, oversight of all procedures, and troubleshooting problems. The manager attends to details to ensure each event operates smoothly and resolves any issues that arise prior to and during the event.
This is a classified management full-time, 12-month position.

EXPERIENCE AND EDUCATION

• Combination of education, training and/or experience which demonstrates ability to perform the duties as described. A Baccalaureate degree, while not required, is desirable, particularly in an aligned area of responsibility such as Business Administration.
• Multiple years of clerical and accounting experience with evidence of increasing responsibility and complexity is required. Previous supervisory experience is desired.
• Prior experience with large scale event planning, such as wedding/party planning, and/or convention services, is highly desired.
• Experience in filing, records, data management and invoicing.
• Intermediate or higher levels of experience with Microsoft Office2010(or later version) is required.
• Skilled in the use of social media including Facebook and Twitter.
• Experience with a broad range of standard office equipment including fax, copier, iPads, etc.

KNOWLEDGE OF:

• State and local laws and regulations and HCOE policies regarding conference center usage.
• General accounting structures and procedures, recordkeeping, and electronic financial software.
• Safe work practices, including physical set up of heavy equipment.
• Efficient and effective office methods, practices, procedures, and technologies.
• Proper English, spelling, grammar and punctuation.
• Receptionist and phone etiquette.
• Positive customer relations and service skills.
• Social media for business, professional and promotional use.
• Operation and use of moderate to complex audio-visual and computer technologies.
• Proper supervision and/or training techniques.

SKILLS DESIRED:

• Organizational skills to set priorities, define tasks, schedule and coordinate activities and functions, develop procedures and complete assignments.
• Ability to effectively coordinate and lead the work of others.
• Ability to multi-task and to meet deadlines consistently.
• Human relations skills to establish and maintain cooperative relationships with those contacted in the course of work assignments.
• Oral communication skills to communicate effectively with state, county and local leadership, and organizations, and the general public demonstrating tact, diplomacy and sensitivity to individual concerns.
• Written communication skills to prepare clear, concise letters, memos and other written documents with correct grammar, punctuation, and spelling.
• Decision making skills to exercise independent thinking, good judgment, and problem resolution.
• Reading comprehension skills to interpret policies, administrative regulations and programs to accurately explain them to others.
• Recordkeeping skills to establish and maintain file systems and procedures.

OTHER POSITION REQUIREMENTS

The Conference Center Director must be prepared to be physically active and work under tight deadlines. Coordinating events is a high demand and high intensity job, requiring effective multi-tasking, decision making and problem solving in a timely manner.
While there will be a basic workday/week established for the position, the Conference Center Director must be willing to modify those standard work hours on a daily or weekly basis to meet the needs of facility operations. Evening and weekend work will be required periodically based on facility use.
Job Type: Full-time
Pay: $35,000.00 - $45,000.00 per year
Work Location: In perso

DUTIES AND RESPONSIBILITIES

Oversees the operation of the Fairfield Bay Conference Center; insures policies and procedures are followed; greets the public and works with parties interested in utilizing the facility; provides information on services and spaces available; gives tours to showcase the facility; and promotes the conference center when appropriate.

2. HUMAN RESOURCE MANAGEMENT RESPONSIBILITIES

• Develop Forecasting Staffing Model for full-time, part time, on-demand staff,

Independent contractors and seasonal employees

• Conduct research to construct salary ranges for each job category
• Establish the targeted advertising locales for posting of all new positions
• Develop job applications and process for disseminating both online, email, and social media
• Conduct preliminary screening of all applications, initial telephone interview, and

in-person interviews

• Develop General Orientation for all new employees
• Identify all required personnel documents, assemble files for every employee and

maintain all employee files

• Develop documentation for annual reviews and all levels of disciplinary actions
• Develop incentive/recognition system for exceptional employees
• Author the Conference Center Safety Training Program for compliance with regulatory

agencies

3. ADMINISTRATION RESPONSIBILITIES

• Identify all Federal, State and Local Regulations & Requirements and ensure compliance
• Reviews & Ensures compliances with Insurance company requirements
  · Develop Contracts and after-action status reports for all events, catering and banquet services.
  · Meets with clients and conduct pre-event and post-event inspections. Assesses any additional costs (cleaning, photocopying, etc.), invoices the client, and maintains payments.

· Coordinates with the Information Technology to schedule technical staff to meet customers’ special needs when necessary.

• Implementation of Payroll Practices & System
• Collaborate with conference center sales team, staff for all events, conferences and banquets
• Plan and develop events, special Events, Holiday Special Events

5. ORIENTATION, EDUCATION & TRAINING RESPONSIBILITIES

• Design & Conduct General Orientation for all new employees
• Coordinate for on-going continuing education and professional development for all

staff

• Ensures all required annual safety training is accomplished
• Ensures all third-party training requirements are met

5. MARKETING & ADVERTISING RESPONSIBILITIES

• Collaborates to develop Conference Center branding
• Develop with the Sales Team a marketing and advertising strategic planning
• Provide input for website development
• Act as the liaison between Marketing and Sales
• Collaborates with team to identify strengths, weaknesses, opportunities and threats

to the businesses and strategies for improvement

• Collaborates to emphasize Customer Service focus and Customer input into Practice

· Develop, implement and manage a quarterly social media strategy for the conference center.
· Define most important social media KPIs.
· Ensure content is informative, inclusive and appealing that will attract a diverse population.
· Collaborate with the community leaders for potential events, or conferences that are derived from the Marketing Campaign.