Weekend Event Coordinator

3 days ago


Atlanta, Georgia, United States Callanwolde Fine Arts Center Full time
Weekend Event & Facilities Manager

Callanwolde Fine Arts Center is seeking a highly organized and detail-oriented Weekend Event & Facilities Manager to join our team. This role will be responsible for ensuring the smooth execution of events on the weekends, working closely with the facilities and operations staff, private party clients, and vendors.

Key Responsibilities:
  • Execute venue obligations according to event contracts and manage events with the ability to anticipate guest needs proactively and conscientiously.
  • Meet with vendors and clients prior to the event start time to confirm the BEO is correct, ensuring a successful event where expectations for both the guest and Callanwolde are met.
  • Facilitate day-of operations with clients and internal departments to ensure contract obligations are met and guest expectations are exceeded.
  • Manage part-time and event support staff and the setting up and tearing down of event furniture provided by Callanwolde.
  • Update BEOs as necessary to facilitate accurate event logistics and team communication.
  • Provide final event settlement to the Business & Contracts Specialist, including any additional fees incurred on the day of the event.
  • Create event recaps to report back to the Business & Contracts Specialist any venue-related issues or third-party vendor follow-up items.
  • Support final walk-throughs and tours for prospective clients, returning clients, or vendors to facilitate event planning.
  • Assist the Business & Contracts Specialist in obtaining necessary event and vendor documentation.
  • Maintain a working knowledge of Dekalb County alcohol laws and policies regarding permits and policies for both private events and Callanwolde events, adhering to the law during events.
  • Maintain a working knowledge of Callanwolde's mission, history, and programming and communicate our story to private event clients and guests as needed.
  • Provide support for other weekend happenings, including logistical support for students and instructors as needed.
Requirements:
  • High school diploma required; Bachelor's degree from a four-year college or university preferred.
  • Minimum of two years of work experience required; prior event management and/or hospitality experience preferred.
  • Ability to work independently, efficiently, and accurately with little supervision.
  • Exceptional organizational skills, good judgment, and high attention to detail.
  • Exceptional interpersonal and communication skills, both verbal and written.
  • Ability to lift up to 50lbs and stand on your feet for long periods of time.
  • Ability to work collaboratively with many different parties, simultaneously, as part of a team.
  • Ability to interact professionally with clients under stress.
  • Ability to solve problems and quickly prioritize needs in a variety of situations.
  • Proficiency with Outlook (email/scheduling) and similar programs.

This is a full-time position with a projected 40 hours per week, with evening and weekend work required. The Weekend Event & Facilities Manager reports to the Operations Director and is a member of the Operations team. This position works closely with the Business & Contracts Specialist. This position is subject to a criminal background check.

The Weekend Event & Facilities Manager is expected to use discretion and independent judgment in carrying out his/her responsibilities and to represent the organization in a professional, knowledgeable, and collegial manner at all times.


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