Special Events Lead | Greenville

Job Description
SCHEDULE: MONDAY- THURSDAY 9am-5pm, HOURLY (20-29 Hours/ week)

RESPONSIBILITIES:
• Responsible to plan, manage, and execute all aspects of all special events, special services, and annual conferences for the campus
• Collaborate with counter-part Special Events Lead on opposite campus and Sr. Pastors office to set and manage annual calendar of events for the organization, special services, and conferences for San Jose and Greenville Campuses; add to Outlook for all campus staff; manage updates and changes to annual calendar in Asana for campus
• Create and manage systems, communications, and tasks in Asana and CCB for managing and executing all aspects of the areas below
• Implement vision from Senior Pastors and Creative Team objectives, budget, and preferences per event and execute each event
• Manage and oversee creative decoration for each event and manage the creative staff lead to ensure all deadlines are met, orders are timely placed, received and organized; layouts per room are completed, volunteer and load-in and load-out schedules are created and communicated, and coordinate with facilities
• On-site management of load-in process of all areas per event to ensure creative vision for event is properly implemented
• Create schedule and timeline of all activities for staff and volunteers to follow during events from pre-event preparation, to load-in on day of event, and load-out of all décor, supplies, and equipment post-event
• Communicate and coordinate marketing and social media plan, all print needs, digital assets, and content per event with the marketing director and social media director
• Organize and coordinate merch or product sales per event as needed for the department, conference, or guest speaker; work with Redemption Merch team to organize needed volunteers and set up, layout of merch sales area
• Plan and develop all banquet event orders and hospitality menus with Sr. Pastors office, and communicate and coordinate with Hospitality Department Head to develop menu, budget, contract, and coordinate/implement all catering needs per event
• Set up and manage registration for all attendees as required per event; manage the registration process, respond to inquiries from attendees, prepare attendance check-in reports for check-in team. Recruit, manage and train check-in team volunteers for all areas - general check-in, Redemption Fellowship, VIP/Friends & Family, guest speakers
• Communicate with all vendors and suppliers before, during, and after event
• Develop and manage the overall budget per event; restructure budget as needed to incorporate changes throughout event
• Troubleshoot challenges or changes throughout the event process that arise to ensure event is properly executed
• Oversee and coordinate venue layout for hospitality and facilities departments that work during and clean up after events
• Manage all aspects of each event and act as onsite manager during load-in to ensure all events are delivered effectively and professionally. Be available for all calls, questions, texts, and email/asana communication before, during, and after event to be sure event is properly executed.
• Develop new/maintain current vendor relations
• Ensure that events comply with company policies regarding proper insurance and safety standards
• Develop and maintain structure and training for VIP-Experience Teams to act as personal hosts, greeters, servers, Green Room hosts, parking attendants, transportation hosts, for all

VIPs, speakers, guests per event; communicate and coordinate all needs per individual event to team to ensure appropriate execution and standards are met
• Manage Special Events volunteers; onboard new volunteers; meet and communicate with team volunteers as needed per event
• Weekly meeting with Marketing Director on all events to ensure marketing timeline is implemented; review content for marketing and promotion; manage deadlines, print needs, digital assets, In the Loop, web, etc.
• Weekly production meeting with Media Director & team to review current and upcoming events to maintain, plan, communicate, and execute all media support needed for event from stage, special lighting, music selections, playlists, entertainment or guest requests and riders
• Weekly meeting with hospitality and experience department heads to review current and upcoming events to ensure all details are properly communicated and executed
• Biweekly meeting with VIP Experience Teams to review current and upcoming event needs are properly staffed and trained for each campus
• Create and manage process for approving all event requests from all departments on San Jose and Greenville Campuses, which includes all department meetings, classes, and events for all departments; respond to staff inquiries; ensure all approved events are added to the CCB calendars for east campus and that there are no conflicts. Ensure all event requests have an approved PR before confirming the event is approved; communicate to all departments requested to support each event that the event is approved; follow up with event requestor to ensure all support forms are completed in teams and all departments are communicated with that have been requested to support the event

OTHER:
• Reconcile all Nexonia charges for special events department; complete check requests, submit invoices via bill.com; manage PRs and budgets in Intacct
• Personal projects for Senior Pastors as assigned
• Other duties and special projects as assigned

Requirements

Experience: Typically, 3-5 years of experience in event planning or management, with at least 1-2 years in a leadership role.
• Skills and Competencies

o Event Planning: Strong knowledge of event planning processes, from concept to execution.

o Project Management: Ability to manage multiple tasks and projects simultaneously, with strong organizational and time management skills.

o Budget Management: Experience in creating and managing event budgets, including cost estimation, tracking expenses, and ensuring events stay within budget.

o Vendor Management: Ability to source, negotiate, and manage relationships with vendors, including catering, entertainment, and venues.

o Marketing and Promotion: Understanding of event marketing strategies, including social media, email campaigns, and partnerships.

o Communication Skills: Excellent verbal and written communication skills to interact effectively with clients, team members, and vendors.

o Leadership: Proven ability to lead and motivate a team, including delegating tasks and providing direction.

o Problem-Solving: Strong problem-solving skills to handle unexpected issues that arise during events.

o Attention to Detail: High attention to detail to ensure all aspects of an event are executed flawlessly.

o Customer Service: Strong focus on customer service to ensure client satisfaction.

o Creativity: Ability to come up with creative ideas and solutions to enhance the event experience.
• Technical Proficiency:

o Event Management Software: Familiarity with event management software and other relevant tools.

o Microsoft Office Suite: Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Personal Attributes:

o Flexibility: Willingness to work irregular hours, including evenings, weekends, and holidays, as events often require.

o Physical Stamina: Ability to handle the physical demands of event setup, coordination, and tear down.

o Team Player: Collaborative mindset with the ability to work well with others under pressure.

Benefits

• Vacation, Sick, and Holiday Pay
• COVID Pay
• 403b Retirement Program
• Paid Staff Appreciation Days

Medical & Dental, and Retirement Program available after 90 day probationary period.

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