Special Events Manager in Anthem, Arizona at Anthem Community Council Inc

DUTIES AND RESPONSIBILITIES

Develops, implements, and supervises cost-effective community-wide special events within the Board-approved budget. Provides leadership, professional expertise, and direction in the planning and execution of high-quality events and functions. Develops and/or maintains highly professional standards and procedures for production of events in keeping with the image and reputation of the ACC. Builds enduring relationships, resources, and a general understanding for the sustainability of future signature events. Serves as a liaison to community groups and oversees all third-party events taking place on ACC property or within ACC facilities.

ESSENTIAL DUTIES

• Responsible for researching, designing, planning, coordinating, and evaluating cost-effective community-wide special events.
• Ensures the quality of the events through training employees and/or volunteers, contracted staff, and monitoring of facilities.
• Identifies and facilitates discussion and decisions about issues affecting special events. Ensures that the ACC and community stakeholders are the priority and are reflected in planning and presentation of events.
• Works to promote events through proactive marketing and presentation to the public. Collaborates with other departments to ensure positive public relations, including ensuring that the website and all event material contain accurate and up-to-date information.
• Cultivates creative ideas, defines audiences to achieve objectives, and develops events that promote community and family, as well as provide lasting memories for residents.
• Prepares and manages within the fiscal budget. Develops sponsorship opportunities for fiscal support to programs and events. Generally, will operate within a Board-approved budget.
• Prepares and analyzes reports and public surveys relating to events, attendance, evaluation, interests, etc., and adjusts future events, as needed.
• Works closely with Human Resources to ensure event slots are filled and adequately staffed.
• Creates timelines, priorities, manages and meets deadlines, and provides positive results while under pressure and within budget.
• Identifies and participates in discussion and decision making about strategies, opportunities, potential conflicts, and other issues related to the successful production of events.
• Prepares event analysis, accesses opportunities, and makes recommendations for improving service to internal and external constituencies, and implements those improvements as appropriate.
• Prepares and schedules, post events after action reviews, and provide analysis of recommendations for future actions and improvements.
• Responsible for purchasing, invoicing, and the oversight of supplies and equipment and managing the inventory of event equipment and resources.
• Negotiates, supervises, manages contracts with vendors and outside groups, and manages compliance requirements. Supervises various contract services within organizational guidelines.
• Prepares, submits, and complies with all permitting documents to Maricopa County if needed. Works to ensure departmental and organizational goals and objectives are fulfilled.
• Coordinates scope of work within ACC departments for all signature events.
• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and possess good reasoning skills.
• Performs the work of those supervised as necessary.
• Regular, dependable attendance and punctuality are essential functions of this position.
• Additional responsibilities may be assigned to effectively oversee and execute Special Events.

Third-Party Special Events

• Manages third-party organizer compliance relating to insurance, permits and liquor licenses.
• Serves as main point of contact to third-party event organizers for facility rentals; screens all requests and makes recommendations as appropriate, screens for usage and parking lot conflicts (if applicable).
• Ensures integrity of facility intended usage; work with Community Center staff to coordinate rentals vs. events.
• Coordinates all internal and external communications for third-party event rentals; ensure all logistical details are well thought out and strategically communicated.
• Enter all data in CivicRec for invoicing (application fees, deposits, rental fees, add-on fees, refunds, adjustments, year-end collections, etc.)
• Maintains detailed records of third-party events; manages, updates as needed and circulates annual calendar of events.
• Reviews and makes recommendations to outside groups and organizations.
• Coordinates scope of work for community events utilizing the park or other ACC facilities.
• Manage and coordinate ceremonies, memorial services and other activities at the Anthem Veterans Memorial.
• Problem solving skills, creative thinking, and adaptability are critical skills needed for this position.
• Elevate and improve all ACC events and ensure resident and guest satisfaction.

QUALIFICATION REQUIREMENTS

• Education: bachelor’s degree in Events Planning, Parks & Recreation, Business, Communications, or related degree. Relevant experience may substitute for education at a ration of 1.5 to 1 (1.5 years’ experience = 1 year education).
• Experience: Minimum of three years of experience in direct event management, or similar experience.
• Computer skills: Excel, Word, Outlook, PowerPoint, and Publisher
• Must possess a valid driver’s license and reliable transportation.

ESSENTIAL PHYSICAL REQUIREMENTS

• Must be physically and intellectually capable of operating a personal computer, printer, facsimile machine, phone, and various other routine business equipment items.
• Ability to see well enough to read faint or partially obscured writing or printing.
• Must be able to speak, read and write English so that various types of communication may be conducted with people of various levels of education and capabilities both in person and over the phone.
• Perform physical activities (which may be for extended periods of time) that require considerable use of your arms and legs and moving your whole body, with a full range of motions including walking, sitting, standing, stooping, kneeling, reaching, pushing, pulling, twisting, bending, lifting, and carrying.
• Position requires the ability to exert minimal force of up to 20 pounds and occasionally up to 60 pounds of force to move or lift objects.

WORK ENVIRONMENT

• Must be able to work efficiently, timely, and quickly on more than one assignment at a time with frequent interruptions, changes, and delays.
• Must remain alert to working conditions and aware of safety, health, and environmental concerns.
• Must be able to work effectively with a positive attitude and demeanor in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties.
• The position will primarily be working indoors in a controlled climate but will also include working in an outdoor setting with variable climate which can include rain, sleet, hail, high winds, extreme cold, extreme heat for long hours.

HOURS/WORK LOCATION

• Hours: Primarily 8 a.m. to 5 p.m. Monday-Friday. However, individuals must also be available to work additional hours to ensure proper execution of special events, which will include additional evening hours, Saturday and Sunday hours, special events and holiday hours, as needed.
• Work location: Primarily at the Anthem Civic Building, 3701 W. Anthem Way, Anthem AZ 85086. Special events are held in Community Park and other locations throughout the community, which requires frequent travel between locations, including storage facilities, Community Center, businesses, etc.