Event Manager II - Anaheim Convention Center

City of Anaheim•Anaheim, CA

1d•Onsite

About The Position

The City of Anaheim is seeking an experienced professional to work as an Event Manager II at the Anaheim Convention Center, an operation within the Convention, Sports & Entertainment department in the city. This role is responsible to coordinate and plan for a variety of local, national, and international events. The Event Manager is the Convention Center's primary liaison of the event to ensure that all guests experience an unparalleled service in a world class venue. The Event Manager II must be able to multitask in a fast-paced environment, work independently, and provide excellent customer service. Qualified candidates will possess a minimum of two (2) years of experience in coordinating and managing events in a large scale multi-purpose facility, with experience working with convention, trade shows, exhibits, consumer shows, athletic events, concerts and corporate meetings. Must have college level course work in hospitality, business administration, communications, public relations, or a related field. This is a salaried, exempt (not hourly) managerial position requiring at times to work evenings, holidays and/or weekends. The Anaheim Convention Center (ACC) is the largest convention center on the West Coast, having hosted such large, well-attended events as the NAMM Show, Disney's D23 Expo and Natural Products Expo West. Originally opened in 1967, the ACC currently spans 53 acres and the offers 1.8 million square feet of function space and many dynamic features. DISTINGUISHING CHARACTERISTICS: This is the full journey level class within the Event Manager series. Employees within this class are distinguished from the Event Manager I by the performance of the full range of duties as assigned including coordinating and planning the largest and most complex events. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and are generally filled by advancement from the “I” level, or when filled from the outside, require prior work experience. Advancement to the “II” level is based on management judgment and/or certification or testing that validates the performance of the full range of job duties.

Requirements

Two (2) years experience coordinating events in a multi-purpose facility including convention exhibits, trade and consumer shows, athletic events, concerts and sales meetings supplemented by college level course work in hospitality, business administration, communications, public relations, or a related field.
An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
Knowledge of organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities; methods and techniques involved in managing, coordinating, and planning events; convention, trade show and entertainment terminology and procedures; audio-visual and electrical equipment and uses; crowd control and security principles and practices; procedures used in the set-up and clean-up of facilities; accounting principles and procedures; principles and practices of special lighting, booth wiring, and compressed air usage; current trends in public entertainment; budgetary processes; office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases; records management principles and procedures including record keeping and filing principles and practices; methods and techniques of proper phone etiquette; basic principles of business letter writing and report preparation; pertinent federal, state, and local laws, codes, and regulations.
Ability to plan, coordinate, and manage activities and events; read and interpret blueprints to determine the feasible use of Convention Center; review room arrangements and make changes or correct deficiencies to tenant satisfaction; maintain a good working relationship with managers and tenants; analyze complex schedules of facilities and personnel to provide necessary staffing levels; organize and problem solve; correctly interpret and apply general administrative and departmental policies and procedures; identify discrepancies between tenant needs and the capabilities of Convention Center; gather, analyze, and compile research information into a formal proposal format; anticipate coverage for multiple event days and staff accordingly; solve problems within established policies; work independently in the absence of supervision; operate office equipment including computers and supporting word processing, spreadsheet, and database applications; establish and maintain a variety of files and records; prepare routine correspondence and memoranda; perform routine mathematical calculations; respond tactfully, clearly, concisely, and appropriately to inquiries from other City staff, the general public, and outside agencies; work nights, weekends, and holidays as needed to perform the job duties; plan and organize work to meet changing priorities and deadlines; understand and carry out oral and written directions; communicate clearly and concisely, both orally and in writing; and establish and maintain effective working relationships with those contacted in the course of work.
Possession of an appropriate, valid driver's license.

Responsibilities

Coordinate a variety of Convention Center events including planning, implementing, overseeing, managing and maintaining all aspects of each event prior to, during and after each event; act as liaison between the facility and tenants; conduct facility site inspections; provide information to tenants and appropriate contractors regarding the needs of each event.
Enter event information into event software system and generate internal event related documents such as, event manifests, room diagrams, and work orders for dissemination to all facility departments and contractors.
Provide on-site direction for all event related activities and support services during assigned event; ensure successful execution of Anaheim Convention Center policies and procedures; make necessary adjustments and remain accessible at all times during the length of the assigned event.
Prepare Convention Center for tenant use; coordinate with other divisions within the Convention Center to ensure proper scheduling of personnel in order to meet the needs of the client and ensure efficient operation of Convention Center events; ensure that all necessary services and preparations are complete and scheduled for all facility divisions including facility services, parking, security, crowd control, facility maintenance, and box office.
Conduct facility site visits, planning meetings, and/or pre-convention meetings for facility staff, clients and vendors; work closely with the Anaheim Orange County Visitors and Convention Bureau sales personnel including attending off site after hours client meetings/dinners with actual and potential clients.
Maintain and facilitate communication between tenants, contractors, and employees; monitor the quality of services provided and recommend changes as necessary.
Generate event estimates and final costs to the client for equipment, personnel, and other services; review, adjust, and approve final billings following the completion of assigned events; monitor accounts receivable.
Plan and review the calendar of events for future use; maintain a proactive list of needs for events, crowd control staffing, contractors and vendors.
Maintain a variety of event records and reports; interpret contracts and prepare event related documents such as introduction letters, early move-in requests, post event reports, pre-convention meeting packets, and other correspondence as needed.
Perform special projects as assigned.
Attend and participate in weekly staff meetings and professional group meetings.
Respond to citizen inquiries and resolve difficult and sensitive complaints.
Perform related duties as required.