Events Manager
Pittsburgh, PA
Full Time
Mid Level
Event Manager
This position is responsible for managing, developing and implementing a wide variety of events that generate revenue while advancing the mission of the Frick. This work includes
overseeing all aspects of internal and external events, with the goal of building a strategic year-round events program. The Manager of Events will coordinate all Rental Events for the Frick and foster positive internal and external relationships and brings energy, enthusiasm, and endeavor to work in a collaborative environment in order to maintain and grow the financial strength of the institution through the sales and management of rental events.
Reports to: Director of Enterprise & Visitor Services
Hours: Monday ‐ Friday, 9:00 a.m. – 5:00 p.m., weekend and evening work required
Salary Range: $40,116 - $45,130
Status: Exempt with Full‐time with benefits
Responsibilities:
Rental Event Responsibilities: 50%
- Work directly with potential and confirmed rental clients to efficiently book rental events under clear, established site guidelines. This includes fielding incoming phone and email questions and requests regarding facility rental and conducting site tours with potential clients. Maintain knowledge of site operations to deconflict events as needed
- Meet established annual event rental revenue goals to cover all direct and allocated expenses as well as personnel overhead
- Work strategically to refine and grow rental event goals and revenue each year
- Actively seek and develop new year-round rental event opportunities
- Manage relationships with contracted vendors. Contacts vendors regularly to ensure excellent response time, satisfaction with clients, and coordination of set-up/drop-offs
- Work with Operations and Security Departments to meet the needs of clients and of the organization for all on-site events
- Coordinate A/V support requirements with the IT & Systems Technician
- Maintain positive and helpful interactions with guests to answer questions about the museum and provide assistance as needed, ensuring a welcoming atmosphere at all times
- Responsible for execution of rental agreements and input into the designated systems
- Attends and executes all events and/or schedules a qualified designee
Internal Event Support Responsibilities: 20%
- Assist in the coordination of all internal Frick events including but not limited to: member events, media events, award ceremonies, Board of Trustee events and internal meetings
- Coordinate the logistics of events including caterers, beverages, tent rentals, sound and site setup
- Generate event sheets to facilitate communication with other departments involved
- Attends and executes all events or schedules a qualified designee
Administrative Responsibilities: 20%
- Manage logistical aspects for all events under the position’s purview, including contracts, site calendar information, event sheets, and staff communications
- Develop and implement rental policies and procedures consistent with the care of the collection and the facility and the safety of staff and visitors
- Lead and plan the monthly internal events meeting
- Develop and administer rental contracts and update event contracts annually for event liability insurance policies, vendor contracts, associated correspondence, and other related documents, maintaining confidentiality of client and Frick information at all times
- Establish appropriate royalty rates in line with regional averages for preferred vendors
- Update vendor contracts annually and ensure payment of appropriate royalties
- Manage data collection, data entry and event metrics, report to Director of Enterprise and Visitor Services monthly
- Other duties as assigned by the Director of Enterprise and Visitor Services
Supervisory Responsibilities: 10%
- Supervises event support staff during events and delegates appropriate tasks as needed
- In collaboration with the Frick security supervisor, plans and schedules sufficient staffing for all events ensuring successful rental events and securing the safety of the collection and museum guests
- In collaboration with the Director of Enterprise and Visitor Services, recruits, hires, trains, and evaluates event support coordinators in museum policies and procedures, customer service, and emergency procedures
Qualifications:
- Committed to fostering a workplace culture of inclusion and belonging
- Ability to work evening and weekend events is required
- Confident, creative, flexible, self-motivated and well-organized individual
- At least three years’ experience in event management/coordination
- At least three years of hospitality experience
- Sales experience preferred
- Completes work in a timely and professional manner
- Must have demonstrable experience in managing projects equally well independently, and as part of a team
- Able to multi-task, meet deadlines, and work well in a fast-paced work environment.
- Be an innovative problem solver, remain calm under pressure, and be capable of overcoming issues as they arise
- Ability to motivate and oversee Event Support Coordinators assisting with events, as well as demonstrated proficiency in performance management of staff
- Must possess strong oral and written communication skills
- Must be proficient in all Microsoft Office applications including Outlook, Word, Power Point, and Excel
- Must have a valid driver’s license
- Clearance of a background check
- High School diploma required; bachelor’s degree preferred.
The Frick Pittsburgh is an Equal Opportunity Employer that is committed to fostering a workplace culture of inclusion and urges all qualified diverse applicants to apply.
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