Event Services Manager

7 months ago

High River, Canada Highwood Centre Full time

Established Event Centre located in High River, Alberta is currently seeking an experienced event services manager for a year contract ( maternity leave) position.

**Position Summary**

This is a hands on operational position responsible for the execution of all onsite events at the Highwood Centre.

If you have a flair for events, a guest centric approach and are looking for a meaningful role, we want to hear from you

**Position Overview**

Responsible for assisting in executing all events at the Highwood Centre. This includes contributing on a management level to pre-con meetings, event preparation including room set up, staffing assignments, and employee supervision. Acting as a point of contact for client communication and vendor coordination. Responsible for all bar services including cash handling and inventory reconciliation. Event booking administration when required.

**Key Responsibilities**

**Administration**
- Answer incoming calls to the Highwood Centre providing information, routing calls to appropriate individuals, taking clear concise messages when required.
- Organize and review weekly events and posting BEO’s on internal events board.
- Assists with social media and internal marketing initiatives.
- Performs general banking duties (deposits) at the conclusion of events.
- Attends weekly pre-con meetings and assists with providing operational requirements plan inclusive of staffing requirements, service tools, inventory, and AV for each event.
- Assists with Caterease data entry and/or reporting when required.
- Ensure timely event reporting is accomplished, including sales reports, ticket sales, bar reconciliation.
- Provides event postmortem summaries to management at the conclusion of every large event.
- Provides other administrative support as required by management.
- Assist with payroll related reporting when required.

**Customer Relations and Events**
- Acts as a host to all guests who enter the Centre by providing a warm, inviting, and knowledgeable welcome while providing direction and assistance when required
- Demonstrates a friendly, personalized professional demeanor when answering phone inquiries and in person.
- Assist with offsite promotional events when required.
- Assists with the event booking process. (Site visits, quotes, contracts) when required.
- Continually looks for ways to go above and beyond for our guests, seeking out ways to personalize services to exceed expectations.
- Assists with attracting new clients through sound event execution practices and communication.
- Assists with Highwood Centre community enrichment events inclusive of marketing, coordination, and successful day of event execution.
- Deliver service excellences by providing a personalized, professional, and seamless experience to client and guests.
- Listen to and anticipate client needs to ensure events meet or exceed client expectations.
- Ensure event guidelines and safety regulations are communicated in advance of the event.

**Team**
- Demonstrates an openness to training and coaching.
- Communicates effectively with the board of directors, management, and team members.
- Is an active listener and contributes to the success of the Highwood Centre by offering ideas and suggestions.
- Uses company time productively.
- Completes assigned tasks in a timely manner, meets deadlines.
- Maintains a high degree of integrity and ensures confidentiality with all Highwood Centre business, clients, Board Members, and employees.
- Acts as an ambassador to the Centre and ensures appropriate representation within the community when participating in off site meetings or trade shows.
- Demonstrates an ability to multi-task and prioritize tasks effectively.
- Demonstrates a strong ability to take initiative, be a self-starter.
- Demonstrate emotional composure during fast paced and stressful situations.

**Leadership**
- Leads by example and provides ongoing training to event staff and follows up with opportunities/successes.
- Ensure all employee performance feedback is reported in a timely manner. Provides feedback for review periods.
- Assists with employee event scheduling and communication.
- Ensures all Alberta Labour Standard codes of practice are followed.
- Ensures all actions and communication follows the Alberta Human Rights Act.
- Ensures performance management standards are followed.
- Maintains an approachable, adaptive leadership style.
- Demonstrates ability to be a creative, outside the box forward thinker.
- Acts as the manager on duty for event execution and set up in the absence of the General Manager.

**Operations**
- Ensures all Alberta Health are adhered to.
- Ensures all OH&S standards and requirements are followed.
- Assists with month end inventory procedures inclusive of reconciliation.
- Ensures safe cash handing and reconciliation procedures are followed.
- Ensures all A.G.L.C rules and regulations are adhered to.
- Monitors all public areas for cleanliness and reports de

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