Job Description

Summary:

The Event Manager is responsible for delivering professional, organized support for all groups, programs, and special events. This role oversees event planning, communication with clients, and coordination with internal teams to ensure seamless execution. The position also supports senior leadership by maintaining efficient systems for schedules, documentation, and event operations.

Key Responsibilities

Event Leadership

• Communicates with clients and internal teams to plan, coordinate, and finalize event details.
• Determines logistical needs, including schedules, meeting spaces, food & beverage, transportation, and off-site requirements.
• Prepares event resumes and updates event orders; coordinates with sales and reservations for guest lists and bookings.
• Develops event schedules, preparation documents, and vendor confirmations.
• Manages and tracks event requests and gathers client feedback for improvements.
• Escalates critical issues to management and supports billing and payment updates.
• Ensures clear communication across departments to support event execution.

Guest & Vendor Coordination

• Greets and orients clients upon arrival and ensures all needs are met throughout the event.
• Maintains communication with clients, faculty, and assistants to ensure a positive experience.
• Tracks upcoming events and maintains organized documentation.
• Builds and maintains a list of approved off-site vendors.
• Participates in staff meetings to review upcoming events.
• Maintains confidentiality of sensitive information.
• Works evenings and weekends as needed.

Supervisory Duties

• Holds direct reports accountable for quality, timeliness, and adherence to standards.
• Provides ongoing feedback, training, and performance management.
• Conducts workforce planning and ensures adequate staffing.
• Reviews attendance, enforces policies, and manages disciplinary actions as needed.
• Ensures compliance with meal/rest break laws and audits timekeeping.
• Communicates policy changes and provides training when required.
• Develops or adapts training materials to support team performance.

Qualifications

• Education: High school diploma required; bachelor’s degree preferred.
• Experience: Minimum 2 years in hospitality or event-related roles; 5 years preferred.
• Language: Bilingual abilities preferred.
• Skills:
• Strong communication and organizational skills
• Ability to interpret instructions and write clear correspondence
• Basic math ability
• Problem-solving and decision-making skills
• Business acumen and budget awareness
• Proficiency in Microsoft Suite, internet applications, Adobe products; typing 50 WPM

Physical Requirements

• Frequent standing, walking, reaching, and handling materials.
• Regular sitting and lifting up to 25 lbs; occasional lifting up to 50 lbs.
• Requires close vision, depth perception, and ability to adjust focus.

Work Environment

• Exposure to outdoor conditions, moderate to loud noise, and areas with moving mechanical parts or restricted spaces.

Conditions of Employment

• Must hold a valid driver’s license and meet insurability requirements.
• Must pass required background checks.

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