Special Events Coordinator - Stage AE

AEG Worldwide•Pittsburgh, PA

About The Position

The Special Events Coordinator shall be responsible for the planning, budgeting, and implementation of events as assigned by the General Manager including the backstage hospitality for touring artists when applicable. Under administrative direction of the General Manager, the Events Coordinator is responsible for assisting tenants with their scheduled events. This position will be responsible for equipment, supplies, inventory and physical plant areas involved in this position (dressing rooms, backstage hospitality and similar areas). The Events Coordinator also serves as the venue representative to local hotels and develops relationships and coordinates pricing with these organizations.

Requirements

High School Diploma or its equivalency (BA/BS Degree Preferred)
2-4 years Of related work experience
Experience in hospitality and food service industries
Proficient in Microsoft Office Suite (Word, Excel, Outlook); and ability to learn required business systems
Knowledge of legal and risk issues surrounding food service, contract fulfillment and leases
Exceptional problem solving skills
Exceptional Customer Service skills to interface with artists, management, tenants and other high profile persons
Highly organized and flexible. Able to work under pressure calmly.
Budgeting and inventory experience. Ability to handle cash and checks, figure sums and provide expense reports

Responsibilities

Review touring artist hospitality riders and provides budget for items and services as listed. Assist manager in ensuring proper support staff to fulfill of contractual arrangements and works vendors associated within the area.
Oversee backstage service on show days including but not limited to providing meals, dressing room set up, light wardrobe duties, and runner duties.
Assist Production Manager with needs such as copying, providing information to acts, getting artists list to box office or other similar functions.
Book or make recommendations of local hotels for the acts and their entourage. Negotiate annual prices, secures partner agreements with General Manager and handle tracking of free rooms and use of same. Provide quarterly report.
Produce detailed budgeting information including, but not limited to: pre-show budget based on rider, receipts and analysis of day of show expenses, inventories of stock on hand, annual needs (towels, equipment, durables).
Build and cultivate relationships with vendors such as caterers, hotels and equipment providers to negotiate for best pricing available.
Maintain database of potential targets for Special Events and participates in solicitation efforts. May conduct assigned market research as directed.
Participate in association meetings for event planners and similar organization. Attend meetings, network, and provides data to General Manager.
Manage events as assigned and work as the direct contact for the special events. Attend rental meetings and provide budgets.
Prepares checklists, schedules and other correspondence for departments relative to events. May prepare detailed outlines and instructions for events as required.
This position may also assist with ordering of venue supplies, staff uniform shirts/outfits and maintain hospitality files (hotels, maps, menus) for quick access and acts as liaison for same.