Event Coordinator

The Woodruff Arts Center•Provo, UT

44d

About The Position

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff. Reports to: Senior Event Manager FLSA: United States of America (Exempt) Employment Status: Regular/Full time WORK SCHEDULE: Monday-Friday, 9am-5pm Because this is a position associated with a performing arts organization, evenings and weekends will be required.

Requirements

Bachelor’s degree or equivalent experience required
3-5 years of experience in the entertainment or hospitality industry working in special event or concert management
Knowledge of special event technology and production and filming trends
Experience with event management and booking software
Experience with Microsoft Office
Experience with basic financial accounting, billing, and budgeting
Excellent guest service acumen and demeanor
Outstanding written and verbal communication skills
Exceptional interpersonal and organizational skills
Able to work under pressure and accept a flexible work schedule and manage events that are off premise
Knowledge of the American Disabilities Act
Capable of working in teams and collaborating with co-workers
Able to act independently with mature judgement
Possess a professional presentation, appearance, and work ethic
Position requires constant walking, climbing stairs and occasional sitting, lifting, and carrying at least 20 pounds.
The noise level in the work environment is usually moderate.

Responsibilities

Report to and work closely with the Senior Event Manager to plan and implement logistics and services for all scheduled Atlanta Symphony Hall LIVE concerts and events.
Provide additional support to the Atlanta Symphony Hall LIVE department, including working closely with the team members on production, backstage hospitality and catering, runners, front of house staffing, ticketing, marketing, parking, and merch.
Assist with managing events from when contracts are received from artist management agencies all the way through the finalization of the post event financial statements.
Overseeing all Atlanta Symphony Hall LIVE events day of show, as assigned, and act as Manager on Duty
Advancing show information with tour managers
Serve as venue liaison with artists and tour managers day of show to ensure a successful event
Managing production level dressing rooms and artist hospitality
Staffing and managing runners, hospitality assistants, and caterers per show needs
Ordering cash requests, when applicable
Confirming parking, transportation, and security arrangements
Booking travel and hotel accommodations for guest artists and conductors when applicable
Coordinating meet & greets when applicable
Providing estimates, invoices, and receipts for artist settlement.
Finalizing and processing event invoices and merchandise settlements
Schedule front of house staffing for each Atlanta Symphony Hall LIVE concert and event (EMT, APD, Ushers, Ticket Takers, Security etc.) using approved Atlanta Symphony Hall contract services.
Coordinate with Atlanta Symphony Hall production team, library team, and personnel team to ensure all event information, riders and budgeting is communicated and gathered to maintain each events highest expectation
Provide ongoing updates to back of house and front of house teams, contractors and WAC departments that support facility and event operations.
Maintain a comprehensive day of show event sheet to distribute to all departments involved to ensure successful implementation of each booking.
Participate in a communication system that includes a weekly event meeting and a daily posting of scheduled events.
Establish the release and distribution of event sheets at least one week in advance of each date and prior to the weekly event meeting.
Transfer all pertinent show / event files back to the Senior Event Manager of Symphony Hall LIVE to process the accounting settlement.
Follow department and organization procedures to ensure the proper engagement of contractors hired to work for LIVE concerts and events.
Maintain positive relationships with contractors.
Work with internal and external clients to identify and manage all aspects of their scheduled events.
Manage client account files in the event management software system (Momentus Elite) adhering to department account management policies and procedures.
Implement client contracts and additional requests / payments to ensure that client expectations are met.
Maintain and file documents and emails
Order supplies and pull internal equipment from Atlanta Symphony Hall inventory when applicable.
Follow Atlanta Symphony Hall purchasing policies and procedures and maintain the inventory following department protocols.
Participate in weekly one-on-one meetings with the Senior Event Manager and provide professional growth opportunities.
Participate in training and orientation sessions for staff and volunteers as requested or assigned.
Learn WAC emergency preparedness procedures.
Be responsible for designated emergency response roles.
Be an ADA ambassador.