Events Manager

Job Title: Events Manager

Location: Chicago, IL

Terms: Full-Time

Requirements: Ability to work evening and weekend hours per events scheduled as needed

About Us:

The Athenaeum Center was built in 1911 on the St. Alphonsus campus and is home to Chicago’s oldest continuously-operating off-Loop theater. Our mission is to invite people into encounters with beauty and to revitalize the great Catholic tradition of the arts from our location in one of Chicago’s most unique religious, artistic, and civic buildings. At the Athenaeum Center for Thought and Culture, we believe that beauty has the capacity to build up culture, transform society, and change lives. We hope to help you contemplate, encounter, and delight in beauty.

Job Overview: 

The Events Manager is responsible for ensuring that our clients have an exceptional experience with and at the Athenaneum Center. Once the sales process is complete, you’ll be the lead and primary contact for our stage, special events and space rentals. You’ll also be the lead on our internally produced events.  In both scenarios, you’ll be responsible for pre-event coordination, upselling of additional services, day-of support and post-event reconciliation / billing.  This position handles events of medium and high complexity, requiring that the candidate have exceptional planning, communication, and detailing strengths. Our customer’s success is at the core of this role!

Responsibilities and Duties:

Event Planning and Management

​​Oversee and lead planning, advancing, and execution of assigned rentals and internal events
Manage a variety of types of events, including live music performances, comedy shows, theater, dance, private parties, lectures, corporate events, receptions, and galas.
Manage and coordinate scheduling of multiple venues and functions
Work with clients and internal team to understand detailed event needs and develop customized plans and roadmap
Serve as the primary contact and liaison between users of the facility and the facility staff
Analyze any event specific challenges, identify alternative solutions, and project consequences of proposed actions and implement recommendations in support of organizational objectives
Oversee and regularly communicate with internal departments to ensure advancing is progressing as scheduled and on time to meet all event deadlines
Review event size, attendance, and variables on a regular basis to evaluate required event staffing levels
Participate in venue tours and provide recommendations for best operations practices per event
Create and distribute final detailed event orders to every event to client and all departments
Run and manage final Production meetings with clients and/or internal team
Manage and communicate all day of event handoffs and ensure clients are set up for success
Assist as needed in the physical preparation of building to meet the requirements of upcoming event
Assist on site as needed at load in and/or day of event functions
Coordinate and oversee all event services with preferred and outside third party vendors
Coordinate and arrange any hospitality and travel needs for internal events and guests
Provide leadership and guidance for event personnel
Run production meetings and ensure effective communication between
Provide day of event client support and ensure rooms and are set up correctly

Client Relations

Advise clients on services available internally and from partner vendors for events
Provide sales support through coordination and advancing of events
Recognizes opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events
Work closely with the internal sales team to ensure client success and repeat business
Complete all duties with a customer service focus through teamwork & dedication to Athenaeum Center principles
Provide outstanding communication and customer success

Financial Administration

Manager all event financial estimates, updates, and final settlements
Maintain budgets and communicate all changes to client and internal production team
Prepare and approve bi-weekly payroll for all event staff and security staff
Serve as Manager on Duty as scheduled
Other duties and responsibilities as assigned
Build schedules and provide pertinent event information to staff for events and functions using Momentus software and other communication lines
Collaborate with Accounting Department to facilitate settlement approvals and payouts
Keep up to date with industry best practices

Qualifications:

The Events Manager should have the following skills, educations, and experience:

Minimum of 2 years of increasingly responsible experience in event management at a performing arts center, stadium, arena, convention center, or public facility setting.
Minimum of 2 years of direct customer service experience
Ability to work a flexible schedule, including evening and weekend hours
Strong organizational skills
Strong attention to detail, highly structured
Excellent written and verbal communication skills
Excellent leadership and team management skills
Independent problem solving and multitasking skills in a fast-paced, high energy environment
Strong Proficiency in computer skills, including use of MS Office or Google Suite
Experience with Momentus Elite, CRM, or other event management software is a plus
Knowledge of crowd management and control techniques
Knowledge of principles of supervision, scheduling, and training employees
Demonstrated familiarity with facility use contracts
Knowledge of fire and public safety regulations
Experience with budget preparation and control
Ability to lift 50lbs

Reports To:

This position reports to the Marketing Director and General Manager
This position’s direct reports are: House Manager
The position often interacts and collaborates with the Box Office Manager, House Manager, and Technical Director

Compensation:

Pay Rate/Range: $50,000-70,000 per experience
Holiday and paid time off
Full benefits package including medical, dental vision, life insurance, disability, accident, flexible spending and transit
401(k) plan with excellent company match