EVENTS MANAGER

EFFORTS OF GRACE / ASHÉ CULTURAL ARTS CENTER

EVENTS MANAGER - JOB DESCRIPTION

Role and Purpose of Position:

Our events at Ashé Cultural Arts are a vital tool in celebrating and communicating not only what we do but “why” we do it. This Events Manager position is key to our success and requires a highly organized, creative, detail oriented and motivated person to serve as lead for event planning, revenue generation, management, and production planning, Events include fundraising galas, art exhibitions, conferences, festivals, concerts, and community related rally’s, among others.

The position deals with a wide range of responsibilities that include: communicating with clients and corporate donors, marketing teams, contracting vendors, coordinating event logistics, timelines and tasks as necessary for event production. The Events Manager must be able to anticipate project needs, discern work priorities, and meet deadlines. The Events Manager should have a passion for special event management, provide outstanding communication to staff, vendors, volunteers, and event attendees, be an enthusiastic professional, and be capable of building strong and positive relationships with donors and partners.  This position reports directly to the Operations Manager. 

Major Duties and Responsibilities:

• To provide, manage, and successfully oversee all aspects of both internal and revenue generating external events; but is not limited to:
• Create and manage the timeline, program and task list for all Ashé Cultural Arts Center hosted events (excludes trade show coordination).
• Negotiate costs and services with vendors; book event space, arrange food and beverage, order all supplies/decorations, coordinate audiovisual equipment & operation, make travel arrangements.
• Secure volunteers; manage the staff and volunteers working at the event.
• Work with the events staff to create/revise room layouts/seating arrangements for each event as necessary.
•  Manage on-site production and clean-up for events as necessary.
• Assist with preparing budgets and provide periodic progress reports to staff directors
• Keep track of event finances including check requests, invoicing, and reporting.
• Research venue options, coordinate appointments and visits to see venue space, and schedule events on the calendar.
• Prepare and modify event contracts as requested.
• Client intake (venue rental request) via email or events phone line. 
• Calendar management
• Client relations and outreach
• Oversee all of the logistics and work with the clients until the event is over.
• Manage floor plans and setups
• File permits
• Hire caterers, wait staff, and security
• Prepare contracts and negotiate venue cost
• Conduct site visits with prospective clients, caterers, event decorators, florists, and production crew
• Keep an inventory of events equipment and supplies.
• Purchase supplies and equipment
• Launder the linen, fold, organize and hang
• Assist in maintaining the venue spaces (sweeping, moping, pulling trash, refreshing restrooms)
• Open and close the venue space for events
• Provide hospitality throughout the event
• Assist with event set up and break down
• Follow up with Operations Manager about all events on Ashé campus.

Challenges of The Position:

The challenge to the individual holding the Events Manager position is functioning in an environment characterized by growth and transition. On an ongoing basis, the main challenge to the Events Manager is an ability to thrive in an environment that requires significant self-initiative, anticipate project needs, manage multiple projects at once, and collaborate among many team members both internal and external to Ashé Cultural Arts Center.

Interested applicants:  Email your cover letter and resume to:  patricia@ashenola.org