Events Manager

Job Title: Events Manager

Location: Chicago, IL

Terms: Full-Time

Requirements: Ability to work evening and weekend hours per events scheduled as needed

About Us:

The Athenaeum Center was built in 1911 on the St. Alphonsus campus and is home to Chicago’s oldest continuously-operating off-Loop theater. Our mission is to invite people into encounters with beauty and to revitalize the great Catholic tradition of the arts from our location in one of Chicago’s most unique religious, artistic, and civic buildings. At the Athenaeum Center for Thought and Culture, we believe that beauty has the capacity to build up culture, transform society, and change lives. We hope to help you contemplate, encounter, and delight in beauty.

Job Overview:

The Events Manager is responsible for booking, planning and coordinating all aspects of events, from concept to execution. Customer success is at the core of this position. Individuals in this role will serve as the primary client contact for rentals and event planning lead for internal events. This position primarily handles events of medium and high complexity and must have proficient planning, communication, and detailing strengths.

Responsibilities and Duties:

1. Oversee and lead planning, advancing, and execution of assigned rentals and internal events.
2. Manage a variety of types of events, including live music performances, comedy shows, theater, dance, private parties, lectures, corporate events, receptions, and galas.
3. Manage and coordinate scheduling of multiple venues and functions.
4. Work with clients and internal team to understand detailed event needs and develop customized plans and roadmap.
5. Serve as the primary contact and liaison between users of the facility and the facility staff.
6. Analyze any event specific challenges, identify alternative solutions, and project consequences of proposed actions and implement recommendations in support of organizational objectives.
7. Oversee and regularly communicate with internal departments to ensure advancing is progressing as scheduled and on time to meet all event deadlines.
8. Review event size, attendance, and variables on a regular basis to evaluate required event staffing levels.
9. Participate in venue tours and provide recommendations for best operations practices per event.
10. Create and distribute final detailed event orders to every event to client and all departments.
11. Run and manage final Production meetings with clients and/or internal team.
12. Manage and communicate all day of event handoffs and ensure clients are set up for success.
13. Assist as needed in the physical preparation of building to meet the requirements of upcoming event.
14. Assist on site as needed at load in and/or day of event functions.
15. Coordinate and oversee all event services with preferred and outside third party vendors.
16. Coordinate and arrange any hospitality and travel needs for internal events and guests.
17. Provide leadership and guidance for event personnel.
18. Run production meetings and ensure effective communication between.
19. Provide day of event client support and ensure rooms are set up correctly.

Client Relations:

1. Advise clients on services available internally and from partner vendors for events.
2. Provide sales support through coordination and advancing of events.
3. Recognize opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events.
4. Ensure performance and events have a seamless turnover from sales to operations and back to sales.
5. Complete all duties with a customer service focus through teamwork & dedication to Athenaeum Center principles.
6. Provide outstanding communication and customer success.

Financial Administration:

1. Manage all event financial estimates, updates, and final settlements.
2. Maintain budgets and communicate all changes to client and internal production team.
3. Prepare and approve bi-weekly payroll for all event staff and security staff.
4. Serve as Manager on Duty as scheduled.
5. Other duties and responsibilities as assigned.
6. Build schedules and provide pertinent event information to staff for events and functions using Momentus software and other communication lines.
7. Collaborate with Accounting Department to facilitate settlement approvals and payouts.
8. Keep up to date with industry best practices.

Qualifications:

1. Minimum of 2 years of increasingly responsible experience in event management at a performing arts center, stadium, arena, convention center, or public facility setting.
2. Minimum of 2 years of direct customer service experience.
3. Ability to work a flexible schedule, including evening and weekend hours.
4. Strong organizational skills.
5. Strong attention to detail, highly structured.
6. Excellent written and verbal communication skills.
7. Excellent leadership and team management skills.
8. Independent problem solving and multitasking skills in a fast-paced, high energy environment.
9. Strong proficiency in computer skills, including use of MS Office or Google Suite.
10. Experience with Momentus Elite, CRM, or other event management software is a plus.
11. Knowledge of crowd management and control techniques.
12. Knowledge of principles of supervision, scheduling, and training employees.
13. Demonstrated familiarity with facility use contracts.
14. Knowledge of fire and public safety regulations.
15. Experience with budget preparation and control.
16. Ability to lift 50lbs.

Reports To:

1. This position reports to the Director of Operations or Executive Director.
2. This position’s direct reports are:

• House Manager

Compensation:

1. Pay Rate/Range: $50,000-70,000 per experience.
2. Holiday and paid time off.
3. Full benefits package including medical, dental, vision, life insurance, disability, accident, flexible spending and transit.
4. 401(k) plan with excellent company match.