Director of Event Services

Legends Global•Oklahoma City, OK

1d•Onsite

About The Position

Under general supervision of the General Manager, direct and coordinate personnel, subcontractors and daily activities involved in the successful execution of events and security and safety of the facility. This role establishes and implements operating procedures that conform to corporate standards, customized to the specific needs of the facility and consistent with the goals and objectives of the client, facility, owner and Legends Global. The Director ensures successful event coordination by supervising and training Event Managers and/or Coordinator(s), and plans, organizes and assigns all day-to-day work assignments for the Event Services Department personnel. This includes directing, hiring, supervising, and scheduling all aspects of operations such as event coordination and services, event staffing, security, crowd and risk management, police, fire and safety personnel, and ADA compliance. The position is responsible for all summaries of events produced by the Event Services Department and for closing out event files in preparation for event settlement. The Director also assists in the preparation of the annual operating budget and recommends an annual capital budget, authorizes the requisition of equipment and supplies, and ensures compliance with all laws, codes, ordinances, policies, procedures, risk management, safety precautions, rules/regulations and emergency procedures. They develop programs to train employees on fire/life safety and emergency procedures, investigate and resolve operational problems, and conduct staff meetings. The Director rotates as Manager on Duty (MOD) to support assigned Event Managers and staff during events and handle crisis situations. Responsibilities include ensuring contractual agreements are met, assisting in the preparation and negotiation of service agreements, reviewing contracts for compliance, and acting as a liaison between unions, tenants, facility contractors, and county emergency personnel. They implement emergency procedures, safety and risk management policies, and make immediate decisions during emergencies. The role also involves researching and recommending equipment, coordinating with the marketing department for media entry, preparing schedules, assigning events, and working with internal service partners to ensure quality service. The Director serves as a liaison for all facility clients and monitors compliance with established policies and procedures, making changes as needed. They establish standards of great customer service and maintain harmonious working relationships with other departments. Extended and/or irregular hours including nights, weekends, and holidays are expected.

Requirements

Bachelor’s degree from accredited four-year college or university in hospitality, business administration, public administration or related field preferred.
At least five (5) years’ experience in Event Services for an event facility, preferably in convention centers or similar venues.
A combination of education and/or experience acceptable.
Demonstrate knowledge in operational procedures, facility capabilities, industry terminology, event-related services and technical requirements for the types of events anticipated at the facility.
Possess excellent communication skills and experience in supervising a diverse staff, budget preparation, labor relations, purchasing procedures, hourly payroll approvals, and supervising/training personnel.
Engage in decision making is generally governed by procedure and guided by policy.
Possess any licenses, certificates or training required by local, state or national authorities for the operation of the equipment found in the facility.
Operate equipment such as light trucks, pallet jacks, forklifts or other light power driven equipment.
Follow oral and written instructions and communicate effectively with other in both oral and written form.
Demonstrate knowledge of the principles, practices, and terminology of the live entertainment industry.
Ability to work with and maintain highly confidential information.
Knowledge of principles and practices of marketing, sales, and public assembly management.
Maintain an effective working relationship with clients, employees, exhibitors, patrons and others encountered in the course of employment.
Organize and prioritize work to meet deadlines.
Work effectively under pressure and/or stringent schedule and produce accurate results.
Work independently, exercising judgment and initiative.
Remain flexible and adjust to situations as they occur.
Be licensed and insured to operate a motor vehicle in the United States.
May spend long hours in walking, standing, or sitting while working.
Ability to lift up to 50 lbs.
Manual dexterity - Regularly required to use hands to handle or feel.
Visual acuity for review of computer monitors, contractual agreements, etc.
Proficient knowledge of Windows and Microsoft Office software.
Operate standard office equipment including printer, copier, typewriter and fax machine.

Nice To Haves

Bachelor’s degree from accredited four-year college or university in hospitality, business administration, public administration or related field preferred.
Experience in convention centers or similar venues.

Responsibilities

Establish & implement operating procedures that conform to corporate standards, customized to the specific needs of the facility and consistent with the goals and objectives of the client, facility, owner and Legends Global.
Ensure successful event coordination activities by supervising and training Event Managers and/or Coordinator(s).
Plan, organize and assign all day-to-day work assignments for Event Services Department personnel including Event Manager, Event Coordinator(s), and Security personnel.
Direct, hire, supervise and schedule all aspects of operations including event coordination and services, event staffing, security, crowd and risk management, police, fire and safety personnel, and ADA compliance.
Responsible for all summaries of events produced by the Event Services Department.
Manage subordinate supervisors who oversee employees in various functions.
Attend weekly Directors meetings and staff meetings.
Develop and maintain a harmonious working relationship with all of the other departments.
Schedule recurring weekly one-one-one meetings with General Manager to discuss department issues.
Responsible for closing out event files in preparation for event settlement.
Assist in the preparation of the annual operating budget and recommend an annual capital budget for long-range repairs and improvements to the facility.
Authorize the requisition of equipment and supplies within budget guidelines.
Know and ensure all laws, codes, ordinances, policies, procedures, risk management, safety precautions, rules/regulations and emergency procedures are followed.
Develop program to train all employees on fire/life safety and emergency procedures.
Investigate, analyze and resolve operational problems and complaints.
Conduct periodic staff meetings to discuss procedures, problems, and policy changes.
Rotate with other facility Directors to function as Manager on Duty (MOD), to support the assigned Event Manager and staff during events and take charge of any crisis situations as needed.
Make sure contractual agreements are met and clients’ event requirements and changes have been made in a timely fashion.
Assist in the preparation and negotiation of service agreements for event services security, event staffing and other agreements as needed.
Review contracts for compliance with event and/or government specifications and suitability for occupancy.
Act as liaison between unions, tenants, facility contractors and county emergency personnel as needed.
Implement established emergency procedures, and safety and risk management policies and make changes to SOP as needed.
Make immediate decisions and communicate with all users of the facility in an emergency situation.
Researches, reviews and recommends equipment, materials and supplies required in providing event services and planning.
Coordinates with marketing department all media entry into the building before, during or immediately following events.
Prepares schedules and assigns events to the Event Managers/Coordinators and be responsible for working some events as well.
Works with internal service partners to provide quality service to customers.
Serves as liaison for all facility clients to ensure highest level of customer service for all external service providers.
Monitor compliance of established policies and procedures for the Event Services Department and makes changes to adapt to changing circumstances as needed.
Establishes standards of great customer service by working with departments in the facility.
Work extended and/or irregular hours including nights, weekends and holidays as needed.
All other duties/responsibilities as assigned.