Events Manager


Posted on 05/24/2021

Events Manager
First Americans Museum – Application Deadline: Open until filled

POSITION SUMMARY:
First Americans Museum (FAM) seeks a highly organized candidate with excellent people skills for the position of Events Manager. The Events Manager works with clients, volunteers, and museum staff to plan, organize, and implement events at the Museum including private, in-house, and affiliate group functions.  The Events Manager sets and enforces policies and procedures for all events and generates earned income for the Museum through the facilities rental program. The Events Manager will have tremendous patience when dealing with clients with enthusiasm and poise. Successful candidates provide optimal customer service and ensure the safety and satisfaction of each client.

DUTIES & RESPONSIBILITIES:

  • Plan and/or schedule events, special events, and weddings held at the Museum.
  • Maintain records of billings and collections.
  • Handle phone inquiries and drop-ins regarding museum rentals.
  • Attend planning sessions to coordinate set-up and procedures.
  • Maintain the facilities use Master Calendar with complete information on all events.
  • Supervise the work of the caterers and the kitchen facilities.
  • Maintain copies of signed contracts for all private events.
  • Invoice clients for expenses incurred from events.
  • Monitor noise levels at outside events.
  • Maintain the museum’s inventory of equipment related to special events.
  • Keep abreast of and enforce Alcohol Beverage Control (ABC) laws.
  • Prepare and submit annual ABC inventory and usage reports.
  • Ensure food service contractor maintains the inventory of all alcoholic beverages for the Museum.
  • Ensure food service contractor prepares the set-up of open bars for the clients including chilling of wine and beer and maintaining of all bar supplies during the event.
  • Ensure food service contractor prepares the set-up of cash bars for clients including hiring bartenders and cashiers, purchase of bar setups, obtaining change and tickets for the evening, chilling wine and beer and maintaining bar supplies during the event.
  • Prepare set-up sheets for Maintenance department for each separate event.
  • Maintain the museum’s inventory of table linen and silver serving pieces.
  • Supervise Visitors Services and Facilities Assistants in the absence of the facilities manager.
  • Work with museum staff members to ensure the proper interdepartmental scheduling of museum events and meeting room space.
  • Market the Special Events program to the public, including weddings.
  • Supply pertinent information to the Visitors Services and Facilities/Custodial staff.
  • Prepare the Special Events annual budget of projected expenses and income for the Museum Executive Team.
  • Create and enforce consistent written policies for all events.
  • Maintain and report annually on all unaffiliated exempt rental expenses and income.
  • Report monthly attendance breakdown to the Development department.
  • Enforce all museum policies and regulations during events.
  • Assist as required in related duties.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • High school diploma or GED.
  • 2+ years customer service experience.
  • Certificate or diploma in hospitality advantageous.
  • Exceptional interpersonal skills.
  • Excellent written and verbal communication.
  • Good time management and organizational skills.
  • Conflict resolution experience.
  • Patience and good listening skills.
  • Knowledgeable in the use of various types of office equipment including personal computers, copiers, phones, and intercom systems.
  • Knowledge of the use of point of sales (POS) systems.
  • Knowledge of the use of software applications including MS Word and Excel.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

SUPERVISION:
The Events Manager reports to the Chief Operations Officer (COO) or other personnel as directed by the Deputy Director or Director/CEO.

GUIDELINES:
The Events Manager is to adhere to the policies and ethics of FAM at all times. He or she wears the museum lobby attire per policy and asks for assistance on any matters or answers to any questions not covered by this job description.

SERVICE:
Manages difficult or emotional customer situations. Responds promptly to customer needs. Solicits customer feedback to improve service. Responds to requests for service and assistance. Meets commitments.

QUALITY MANAGEMENT:
Looks for ways to improve and promote quality. Demonstrates accuracy and thoroughness.

ETHICS:
Treats people with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.

JUDGEMENT:
Displays willingness to make decisions. Exhibits sound and accurate judgment. Supports and explains reasoning for decisions. Includes appropriate people in decision-making process. Makes timely decisions.

PLANNING/ORGANIZING:
Prioritizes and plans work activities. Uses time efficiently. Plans for additional resources. Sets goals and objectives. Organizes or schedules other people and their tasks. Develops realistic action plans.

PHYSICAL REQUIREMENTS:
Dexterity enough to use a keyboard and telephone; occasional lifting, carrying, pushing, and pulling up to 50 pounds; may be subject to extended periods of walking, standing, sitting, reaching, balancing, bending, kneeling, handling, feeling, climbing, and twisting; and vision, speech, and hearing sufficient to perform the essential tasks.  The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

APPLY:
Interested individuals should apply online at https://famok.org/careers/.