Special Events Director

This is a Full Time Job

Department: Special Events

Supervisor: Vice President, Special Events

Classification: Full-Time/Exempt

Summary/Objective

This position will be responsible for managing and executing special events as well as developing and maximizing (non-baseball) revenue.

Essential Functions & Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Oversee and manage event operations team.
• Responsible for communicating with clients, internal departments and 3rd party vendors to plan and execute successful meetings and events.
• Work with the Sales Department to ensure contract expectations are met and exceeded.
• Responsible for the event supervision by communicating with other departments, ensuring the accuracy of details and actively coordinating all facets of the event before, during and post event, as assigned.
• Oversight on event financials within ReServe along with working alongside Finance to cross reference expenses.
• Work to ensure events are being operated and vendors booked to budget.
• Manage the field calendar and usage.
• Organize weekly operations meeting to review upcoming events.
• Prepare and distribute contracts, reports, event sheets, audio visual requests, special projects and related material as necessary and requested.
• Complete all aspects of event management for client events including but not limited to onsite tours, planning meetings, pre-event communication, vendor selections and creation of CAD diagrams.
• Provide superior customer service to clients and prospects.
• Contribute positively to the special events team atmosphere by developing a strong working relationship within the office.
• Perform other duties as assigned.

Education
and/or Experience & Skills:
• College degree in marketing, sales, hotel/restaurant management, business administration or related field and at least 6 years' experience in hospitality or special events environment – with results of demonstrated coordination and execution (sports or entertainment experience preferred)
• Must be able to demonstrate (by way of examples and/or experience) an expert level of organization, critical logistics thinking and special event sales resourcefulness.
• Strong attention to detail and promptness
• Experience in development of budgets, understand budgets and profit and loss statements and interpret data in order to help steer or develop a project or event
• Ability to read, understand and work through event contracts as needed, specifically in the areas of production and operations.
• Demonstrate quick learner with ability to handle multiple projects simultaneously and meet deadlines
• Demonstrate ability to work well with different personalities
• Experience in managing teams to execute on projects and events
• High level of demonstrated professionalism, integrity and ability to maintain sensitive information and appropriate decorum
• Ability to develop and maintain good relationships with clients, sponsors and staff members; working collaboratively in a fast-paced, high-profile environment and deliver exceptional service
• Creative, energetic and proactive approach to work
• Ability to anticipate and make recommendations based upon the needs of clients
• Comfortable making and executing requests
• Strong oral and written communication skills
• Must be proficient with Microsoft Word, Excel, and PowerPoint
• Proficiency in AutoCAD a plus

Competencies
• Communication Proficiency
• Customer/Client Focus
• Decision Making
• Discretion
• Flexibility
• Leadership
• Problem Solving/Analysis
• Financial acuity
• Results Driven
• Teamwork Orientation
• Technical Capacity

Supervisory Responsibility

This position does manage event operations and sales employees of the department.

Work Environment

Position will work in an office and stadium environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  The noise level is usually moderate but can be loud within the stadium environment. Must be able to work in all types of outdoor weather conditions and within a stadium environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This individual will be required to lift items up to 30 pounds at times.

Position Type and Expected Hours of Work

This is a full-time position, and while core organizational business days/hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. – due to the nature of this position, the position requires hours of work and days that include frequent nights, weekends and holidays.

Travel

Occasional travel may be required for this position.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EOE/M/F/Vet/Disability

Experience
Preferred
• 4