Private Events Manager

CIVIC CENTER FOUNDATION•Oklahoma City, OK

2d•Onsite

About The Position

The Civic Center Foundation is seeking a qualified and organized Private Events Manager. This role involves developing and maintaining strong relationships with clients, managing all aspects of private event bookings and coordination, and contributing to program development to increase event bookings and diversify the types of events utilizing the facility. The manager will also be responsible for marketing, client base expansion, and budget review for the private events department.

Requirements

Must be 21 years of age or older.
Bachelor’s Degree in Event Management, Marketing, Business or related field preferred.
Minimum of 3 years of experience in event management or a similar role.
Ability to work a varied schedule including nights, weekends and holidays required.
Proficient in event management software and tools, as well as Microsoft Office.
Excellent administrative skills to maintain proper event documentation and policies.
Exceptional communication and interpersonal skills to effectively interact with clients, vendors, and team members.
Strong organizational skills with the ability to manage multiple events simultaneously and meet tight deadlines.
Ability to multitask and quickly switch from one task to another without affecting your performance.
Strong problem-solving skills and the ability to remain calm under pressure.
Must have a valid driver’s license.

Responsibilities

Develop and maintain strong relationships with clients to understand their event needs and expectations.
Manage private events correspondence and booking requests.
Perform facility tours with potential clients and vendors.
Prepare client estimates.
Manage calendar, tentative holds, event contracts and information using event booking software.
Work with clients to develop and monitor timelines and deadlines related to all aspects of events, ensuring the information is communicated with staff.
Coordinate with internal teams and external vendors to ensure all aspects of the event, such as catering, audio/visual requirements, and logistics, are executed flawlessly.
Work as manager on duty for most private events held in facility.
Conduct post-event evaluations to gather feedback and implement improvements for future events.
Develop and execute marketing plan for private events section to increase wedding/reception bookings as well as diversify types of private event utilizing the facility.
Maintain and expand a client base of organizations, associations and corporate businesses to increase bookings during non-peak days and times.
Generate leads and promote awareness of the Civic Center Music Hall's event venues to increase bookings.
Manage and edit private event booking policies and procedures.
Review and edit budget for private events department.
Expand client information packets including rates, policies and vendor requirements.
Stay updated on industry trends and best practices to continually enhance the event offerings of the Civic Center Foundation.