POSITION SUMMARY

The Manager, Events supports the successful execution of a wide range of Eastern State (ES) events, programs, and facility rentals. This role is responsible for managing all logistical aspects of events, from preparation through post-event cleanup and budget reconciliation. Serves as the primary point of contact once the event is confirmed internally or a rental agreement is finalized. Collaborates with internal departments, vendors, and clients, and manages an occasional Event Team. Must have the ability to be flexible and adaptive to changing needs, able to work autonomously and with initiative, and be adept at problem solving. Interacts effectively with individuals within and outside the ES, and develops an Events Team that is cooperative, collaborative, responsive, and proactive.

QUALIFICATIONS

Required Skills/Abilities:

• Minimum of 5 years of experience in planning large-scale events that involve multiple stakeholders and diverse audiences.
• Must have previous experience managing and guiding work of others. Experience working with Collective Bargaining Units preferred.
• Bachelor’s degree.
• Drivers License
• Must be able to manage multiple tasks simultaneously and juggle multiple, competing priorities. Ability to work under conditions of constant change and adjustment.
• A mature professional attitude is essential.
• Strong organizational skills and experience in planning and executing special events of various sizes ranging from small single time events with a few dozen attendees to large multiday events.
• Strong problem-solving skills, careful planning, multitasking, and time management skills are most critical. Excellent written and verbal communication skills are required
• Firm understanding of Microsoft Office programs.

Physical Requirements:

• Ability to sit for prolonged periods of time.
• Ability to work in space where temperatures may vary to cold and hot
• Must be able to move furniture and lift 40 pounds and assist with event setup/breakdown.
• Remote work is not available for this position.
• The role requires a flexible schedule, including availability for early mornings, evenings, weekends, and holidays. On non-event days, the standard schedule is Monday through Friday, 9:00 am. to 5:00 pm.

1. Pre-Event Planning and Coordination

• Manages the pre-event administrative logistics of internal, public and private events along with film and photo shoots.
• Coordinates internal and external planning meetings to establish event logistics. Serves as the primary liaison for vendors, clients, and ES staff, maintaining clear and consistent communication throughout the process.
• Leads or co-facilitates site walks with clients and vendors. Develops comprehensive Operations Plans covering schedule, staffing, event map, rain plans, vendor contacts, equipment, AV, and emergency protocol.
• Oversees scheduling and coordination of all event staff, including catering and security when needed.
• Oversees and manages the budget for each event, tracking expenses and staffing to ensure costs remain within the established parameters.

1. Day-of Event Execution:

• Leads day-of event coordination, which includes supervising and participating in the physical set up of furniture, bars, and other equipment.
• Manages vendor deliveries, setups, and breakdowns.
• Proactively anticipates potential issues and troubleshoots and resolves any problems or emergencies that arise during the event.
• Manages Event Team throughout and delegates responsibilities, ensuring proper coverage and compliance with CBA Rules and Regulations.
• Post-Event Wrap-Up and Evaluation
• Post-event, supervises and participates in breakdown, including the physical removal of furniture, food and beverage, bars, and other equipment and supplies, as well as the tidy return of these items to storage, cleaners, or other appropriate spaces.
• Tracks attendance and completes a Post-Event Log that summarizes the event, including personal observations and recommendations for future improvements.

1. Other Responsibilities

• Promotes event rentals, which may include, but is not limited to, outreach or attending event/venue sales functions.
• Maintains event supply closets and inventory by keeping them clean, organized, and stocked with necessary items such as tablecloths, disposable goods, and ice.
• Keeps all event-related documents up to date, including timelines, vendor contact lists, catering options, and equipment inventories.
• Offers administrative and cross-departmental support to various projects.
• Other duties as assigned.

1. Supervision

• The Event Staff reports directly to this position when working events.
• This position is responsible for recruiting, hiring; training Event Team Members
• Ensues the Events Team is appropriately staffed for each event while adhering to budget guidelines.