Event Operations Manager

Arizona State University•Gilbert, AZ

1d•Onsite

About The Position

The ASU Chandler Innovation Center (ACIC) seeks a full-time Event Operations Manager to oversee event management, facility operations, student staff supervision, and facility use reporting. This role serves as the primary point of contact for event hosts and is responsible for managing event space use and facility operations. Responsibilities include managing space use reservations, overseeing front desk operations, coordinating facility maintenance, managing budgets and operational systems, tracking and reporting space utilization, and administering facility access and student transportation programs. This position reports to the Assistant Director of the ASU Chandler Innovation Center. Located in downtown Chandler, Arizona, ACIC is a 33,297-square-foot facility featuring flexible classrooms, meeting and event spaces, co-working areas and a fabrication shop. Successful candidates are hands-on, self-motivated managers who prioritize people-centered solutions and can develop systems to train, delegate, and sustain operations across student and professional staff. This position is based onsite with standard work hours of 7:00 a.m. to 4:00 p.m. Flexibility is required for early mornings, evenings and weekends based on facility and event needs.

Requirements

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Experience planning and executing events
Experience supporting the operations of events or facility operations
Experience demonstrating adaptability in customer service environments
Experience supervising or mentoring students
Experience in establishing and maintaining effective working relationships
Demonstrates a ‘can do’ attitude, willing to assist and support with any task
Experience with work that requires attention to detail
Experience taking the initiative to complete work which hasn’t been assigned
Evidence of effective communication and interpersonal skills, ability to interact professionally with event hosts, guests and city partners
Experience in identifying quick, creative solutions to immediate problems that may arise during the set up and execution of events
Ability to manage time effectively, especially in high-pressure situations leading up to and during events
Experience in Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint)
Experience with event scheduling software such as Mazevo or similar
Experience creating reports or dashboards using data with software like Google Sheets, Microsoft Excel, Smartsheets, or Airtable
Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Responsibilities

Manage daily operations and use of five classrooms, two conference rooms, and hoteling offices.
Review and evaluate incoming requests for use of space, including resolving conflicts and confirming logistics.
Coordinate and execute event setup, including room configurations, furniture set up, A/V support, wayfinding signage and onsite troubleshooting.
Coordinate with technology support and custodial teams for event readiness and support.
Track attendance, verify event detail accuracy across communications, and collect event documentation (photos, stories).
Conduct facility tours and consult with clients on space capabilities and event needs.
Support the planning and execution of large-scale and high-profile events, including events with VIPs and elected officials.
Develop and communicate space reservation timelines to facility users.
Manage Mazévo event scheduling software including user permissions, organization contacts, digital signage and resource planning.
Ensure compliance with university and municipal policies as applicable, including drafting and managing Facility Use Agreements, collecting and reviewing Certificates of Insurance, youth protection, permitting, catering, alcohol, etc.
Perform additional responsibilities as assigned to support event operations.
Support the daily operations of the facility's common areas and flexible classroom, meeting and events spaces, ensuring they are functional and ready to support scheduled and impromptu uses.
Manage front desk operations, including planning staff coverage and communicating service standards.
Administer facility access and security systems, including managing card access, conducting audits, alarm monitoring and reviewing camera footage as needed.
Manage the onboarding and offboarding of facility tenants.
Manage facility equipment contracts and maintenance for shared resources including printers/copiers, water dispensers, ice machines, coffee and vending.
Oversee purchasing and expense tracking through Workday; train staff on processes and monitor budgets.
Manage supply inventories for general facility operations and events and maintain storage systems for these supplies.
Support purchasing of fabrication shop supplies.
Track supply deliveries, resolve discrepancies.
Manage transportation programs (e.g., student Uber), including creating programs, paying invoices, tracking and auditing use.
Provide a high level of customer service to all facility users including offering resources and coordinating logistics for use of the facility.
Additional duties as assigned to support facility operations.
Track and analyze facility use data across all areas of the facility.
Produce detailed and accurate monthly and annual reports summarizing utilization, trends and impact.
Share event information with the Media Relations and Strategic Communications team in support of ASU News coverage.
Other duties as assigned.
Hire, train and supervise student employees supporting front desk, facility and event operations.
Develop and maintain training materials and operational guides.
Create and manage event staff schedules ensuring adequate front desk coverage and event support.
Conduct regular one-on-one meetings, training, and team check-ins.