Special Events Manager

The Events Manager will oversee the planning, coordination, and execution of both on-site and off-site events. This role involves managing innovative projects, catering, and other large events that support the organization's mission, ensuring each event is impactful, well-organized, and aligned with our goals of ending hunger and food insecurity.

Essential Job Functions

• Manage and supervise full-time, part-time, on-call and volunteer staff for event operations, setup and strike.
• Work closely with the Executive Chef and kitchen staff and to create menus and appropriate pricing for on-site catering and events.
• Collaborate with colleagues and leadership to develop and execute annual signature and special event strategies to engage donors.
• Maintain Banquet Event Orders (BEOs), invoices and master booking calendars; generate and update BEO’s in system as necessary; prepare BEO packet for weekly meeting.
• Responsible for all event planning activities, including but not limited to vendor contracts, budgeting, logistics, communications, and ordering.
• Ensure Three Square internal executive BEOs are handled with professionalism; meal service, check-in, clearing of dishes, etc. upon completion of meal.
• Assist in the development of professional relationships with corporations, foundations and organizations.
• Promote the mission and vision of Three Square.
• Reach out to clients regarding contracted events within two weeks of event to finalize details and guest count.
• Conduct post event procedures and any other necessary communication following a banquet or off-site event.
• Work with Executive Chef to review outstanding invoices and create P.O.’s to ensure prompt payment to vendors; follow-up with accounting department to see if payments are received for BEO’s to be applied in the system.
• Assist with and create event floor plans and flow to ensure that the event space is in accordance with Thee Square standards.
• Reference on-site event orders and execute or oversee any set up, service and strike as necessary.
• Set up venues for events as required per direction from Executive Chef.
• Provide oversight and coordination as needed with the set up and décor of venue for events.
• Learn and execute the operation of basic audio-visual equipment as needed for on-site events.
• Oversee preparation and organization of venues for on-site and off-site events as necessary.
• Work with and direct volunteers and temporary staff as needed to ensure proper event set-up, service and strike including tables styles; rounds, 8’ classroom.
• Coordinate with kitchen staff as needed to ensure buffet line/food trays remain stocked during events.
• Travel to multiple sites and locations as required.
• Manage confidential information.
• Regular and consistent attendance with flexibility of schedule, including occasional nights and weekends.
• Perform other duties as assigned.

Qualifications

Experience and Education

Requires High school diploma or equivalent; previous banquet experience working with rental facilities preferred; requires excellent oral communication and positive interpersonal skills; state applicable health and/or alcohol compliance card (may be obtained after hiring); required knowledge of non-profit services with donor interaction; strong project management skills. Additional education may be substituted for experience, and educational qualifications may be waived depending on work history. Experience with Event Management Systems a plus.

Abilities

Requires the ability to learn and execute the operation of basic audio-visual equipment as needed for on-site events; ability to manage multiple projects with attention to detail, handle interruptions, maintain focus on tasks and produce accurate work. Requires the ability to communicate effectively, handle multiple assignments under pressure and follow directions correctly. Must be a team player and display a positive attitude; must portray a clean and neat appearance; work attire consisting of Three Square logo wear, black slacks, non-skid black shoes.

Requires the ability to listen to and understand information and ideas presented through spoken words and sentences; ability to communicate information and ideas verbally so others will understand; ability to identify and understand the speech of another person; ability to tell when something is wrong or is likely to go wrong; ability to read and understand information and ideas presented in writing; ability to apply general rules to specific problems to produce answers that make sense; ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events); ability to communicate information and ideas in writing so others will understand; ability to establish and maintain effective working relationships with diverse stakeholders.

Work Environment

Work is typically performed in Three Square’s event spaces. Requires standing, repetitive movement, bending or twisting, walking and running; requires picking up and moving objects. Work requires contact with others (face-to-face, by telephone, or otherwise); opportunity to make decisions without supervision; freedom to determine tasks, priorities, and goals. Requires being exact or highly accurate, meeting strict guidelines; working with others in a group or team. Job tasks are performed in closed physical proximity to other people. Requires working indoors in environmentally controlled conditions, working outdoors, exposed to all weather conditions. Some work may be performed in a community room or warehouse with a significant amount of walking on concrete surfaces; may be exposed to sharp objects due to working with event equipment and within the warehouse.

Skills

Basic Skills: Active listening, critical thinking, learning strategies, mathematics, reading, comprehension, speaking, writing.

Social Skills: Coordination, instructing, negotiation, persuasion, service orientation, social perceptiveness.

Problem Solving Skills: Complex problem solving.

Systems Skills: Judgment and decision making.

Resource Management Skills: Time management.

Desktop Computer Skills: Spreadsheets, presentations, internet navigation, word processing.

Knowledge

Tools: Calculators, desktop computers, scanners, copiers, fax and phone systems.

Coordination: Adjusting actions in relation to others' actions.

Reading Comprehension: Understanding written sentences and paragraphs in work related documents.

Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.

English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Judgment and Decision Making: Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Administration and Management: Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, production methods, and coordination of people and resources.

Technology: Intermediate skills with Microsoft Windows and Office environment (Word, Excel, PowerPoint and Outlook) and standard office equipment.

Other: Must be able to pass criminal background check and drug and alcohol screening; must possess and maintain a valid driver’s license and clean driving record; must maintain a valid certified Food Safety card.