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Associate Director of Events

4 months ago

Omaha, United States Omaha Performing Arts Society Full time
Job DescriptionJob DescriptionDescription:

Position Summary:

The Associate Director of Events is responsible for overseeing the booking and execution of all private events at Omaha Performing Arts. This position is involved in the marketing and selling of event spaces to maximize revenue and facility usage. The Associate Director is ultimately responsible for department growth, providing operational leadership and ensuring client satisfaction. This position works closely with the Assistant Events Manager to cultivate strong client and vendor relationships. Must possess excellent communication and organizational skills.


This position must be adept at listening to a client’s needs, analyzing the group profile and providing concise information, creative options, and logistical solutions to clients. Works closely with the Food and Beverage department on catering operations for private events. Must adhere to O-pa’s Core Values of Team, Inclusion, Trust, and Integrity.


Position Duties and Responsibilities:

  • Ensures client satisfaction and successful execution of all private event rentals.
  • Works closely with various departments on the scheduling of rentals.
  • Identifies strategic opportunities for growth and develops ways to attract new clients.
  • Actively pursues potential clients and follows up on all sales leads.
  • Manages and assists the Assistant Event Manager in the coordination and successful execution of all private events.
  • Meets with clients to suggest possible uses of the space and helps them visualize how their event might function.
  • Coordinates event logistics and communicates details with O-pa staff.
  • Works closely with the Food and Beverage team on creative selling opportunities as well as planning and executing events.
  • Writes and reviews event rental contracts.
  • Reviews vendor invoices to ensure proper, timely billing and payment.
  • Produces estimates and finalizes settlements for clients as needed.
  • Establishes plans to maximize revenue potential and room usage within all O-pa venues.
  • Ensures the department is competitive, innovative, and aware of industry trends.
  • Maintains a flexible schedule required to accommodate special events.
  • Develops and maintains positive relationships with vendors and clients.
  • Creates and updates an annual business and operations plan to meet revenue goals.
  • Prepares and submits annual budgets and regularly monitors actual performance against goals.
  • Remains current on industry trends and issues that impact the meeting and event industry.
  • Attends local industry functions and trade shows to promote O-pa. Pre-approval to attend shows is required.
  • Coordinates with various departments on internal or companywide events.
  • Enforces rules/regulations concerning facility use and adherence to contractual terms, including securing payment.
  • May perform other duties as assigned.
Requirements:

Minimum Education Requirements:

  • Bachelor's degree in retail, business management, food service management, merchandizing/sales or related field.

Minimum Experience and Qualifications:

  • 5 years of Event Management experience
  • Prior supervisory experience and the demonstrated ability to work well with other departments and external vendors/customers.
  • Excellent verbal and written communication skills.
  • Marketing and event sales experience preferred.

Physical Demands/Working Conditions:

  • Include, but are not limited to lifting up to 50 pounds.
  • Ability to move about for extended periods of time.
  • Regularly required to communicate with external clients.

Equipment/Machinery Used:

  • Personal computer
  • Copier/Scanner/Fax
  • Telephone
  • Various other general office equipment.