Events Supervisor

Emerson College • Boston, MA

2d • Hybrid

About The Position

Join our community and experience Emerson College! The Events Supervisor oversees documentation detailing the technical needs of events, ground plans, schedules, and crewing needs, and distributes this paperwork to all responsible parties. The Events Supervisor creates procedures for, and oversees, their direct reports in the management, maintenance, and inventory of event department equipment in the Office of the Arts venues. They create and manage budget lines pertaining to events department equipment procurement, rentals, and maintenance as well as build both short- and long-term strategies for Capital and Non-Capital equipment and infrastructure improvements. ESSENTIAL JOB DUTIES Act as key liaison between internal event clients and Office of the Arts, translating client needs into successful events in OA spaces. Manage the Office of the Arts Events department. Manage the Events Departmental strategic planning, including applicable purchases, budgetary planning, and expense reporting. Manage and oversee the scheduling, advancing, estimating, generating paperwork and drawings, client relations, execution, and settlement for over 400+ per fiscal year physical internal college events including Office of the Arts and Performing Arts productions and events. Oversee internal estimates for clients based on detailed event paperwork and clients’ needs. Distributes estimates and updates as required. Work with the Visual Media Arts department, the Performing Arts department, and Emerson Stage to support agreed-upon academic and curricular-based projects. Support internal clients by providing access to and specialized knowledge of OA equipment and facilities when drafting event paperwork. Supervise part-time technicians and student employees for Office of the Arts venues including applying and enforcing safe working practices. Co-manage ZenDesk requests for all internal and external events held in OA spaces. Attend college-wide events meetings and lead weekly OA events meetings. Manage and Crew all labor calls associated with internal events Oversee the system for filing all event documentation for future reference. Responsible for coordinating event-specific site visits. Facilitate catering logistics for events in OA venues. If needed, serve as Technical Supervisor on Duty (TSoD) for shows, events, work calls, and rehearsals as assigned. The TSOD will be responsible for backstage safety, implement the Emergency Evacuation Plan when necessary, communicate with Front of House personnel, communicate with outside users and crews, maintain and protect house equipment, enforce house rules, and supervise part-time Emerson employee stage crew members and stage door supervisors. Other duties as assigned. QUALIFICATIONS – Qualifications are deemed required or preferred and represent what is needed to effectively perform job.

Requirements

• Bachelor's degree or equivalent experience required.
• 4-5 years of relevant work experience in a high volume events management setting required.
• Strong organizational skills and ability to multitask, prioritize, and manage stressful situations.
• Strong interpersonal and communication skills, including good listening skills
• Detail-oriented with excellent follow-through.
• Ability to supervise multiple projects simultaneously and effectively delegate to direct reports.
• A strong client relations background with outstanding customer service skills.
• Expert user of Google Workspace and the Microsoft Suite with the ability to learn additional software programs.
• Knowledge of performing arts venue operations preferred.
• Ability to have continuous oral and written communication with clients, co-workers and supervisors is essential.
• Ability to sit and/or stand for long periods of time.
• Constant coordination of mental and visual attention.

Nice To Haves

• Experience using ZenDesk or other support ticketing systems strongly preferred.
• Experience using EMS or other venue management software strongly preferred.
• Experience using ABI preferred.
• Experience using AutoCAD preferred.

Responsibilities

• Act as key liaison between internal event clients and Office of the Arts, translating client needs into successful events in OA spaces.
• Manage the Office of the Arts Events department.
• Manage the Events Departmental strategic planning, including applicable purchases, budgetary planning, and expense reporting.
• Manage and oversee the scheduling, advancing, estimating, generating paperwork and drawings, client relations, execution, and settlement for over 400+ per fiscal year physical internal college events including Office of the Arts and Performing Arts productions and events.
• Oversee internal estimates for clients based on detailed event paperwork and clients’ needs.
• Distributes estimates and updates as required.
• Work with the Visual Media Arts department, the Performing Arts department, and Emerson Stage to support agreed-upon academic and curricular-based projects.
• Support internal clients by providing access to and specialized knowledge of OA equipment and facilities when drafting event paperwork.
• Supervise part-time technicians and student employees for Office of the Arts venues including applying and enforcing safe working practices.
• Co-manage ZenDesk requests for all internal and external events held in OA spaces.
• Attend college-wide events meetings and lead weekly OA events meetings.
• Manage and Crew all labor calls associated with internal events
• Oversee the system for filing all event documentation for future reference.
• Responsible for coordinating event-specific site visits.
• Facilitate catering logistics for events in OA venues.
• If needed, serve as Technical Supervisor on Duty (TSoD) for shows, events, work calls, and rehearsals as assigned.
• The TSOD will be responsible for backstage safety, implement the Emergency Evacuation Plan when necessary, communicate with Front of House personnel, communicate with outside users and crews, maintain and protect house equipment, enforce house rules, and supervise part-time Emerson employee stage crew members and stage door supervisors.
• Other duties as assigned.

Benefits

• In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members.
• We offer a generous benefits package to regular staff scheduled to work 20+ hours per week.
• Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible.
• Additional benefits such as life and disability coverage as well as commuter offerings are available.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level