Administrative Support Director

4 weeks ago

Cape Saint Charles, Canada Oak View Group Full time
Job Title: Administrative Support Director

Job Summary:

The Administrative Support Director will oversee the Events and Box Office division. This individual will be responsible for planning, monitoring, directing, delegating, controlling, and managing the event coordination, media services, crowd control, and customer service aspects of the facility operations.

Key Responsibilities:

  • Assume management responsibility for all services and activities of the Events Division, including the planning and directing of all facility events.
  • Manage and participate in the development and implementation of goals, objectives, policies, and priorities of all event services and activities.
  • Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures, assess and monitor workload, administrative and support systems, and internal reporting relationships.
  • Select, train, motivate, and evaluate all event services personnel, provide or coordinate staff training, work with employees to correct deficiencies, implement discipline and termination procedures.
  • Participate in the development and administration of the annual budget, assist in preparation of estimated revenues for facility budget, forecast of additional funds needed for staffing, equipment, materials, and supplies, direct the monitoring of and approve expenditures, direct and implement adjustments as necessary.
  • Prepare and present staff reports and other related correspondence.
  • Respond to and resolve difficult and sensitive inquiries and complaints.
  • Maintain facility's reputation for service.
  • Make immediate decisions and communicate with users of the facility in emergency situations.
  • Maintain open communication between tenants, contractors, employees, and public, by providing technical facility information and establishing an effective rapport.
  • Plan, organize, and assign all day-to-day work assignments for event managers and event services department personnel.
  • Review and recommend day-to-day operational policies and procedures for the department.
  • Conduct planning, staff, and operational meetings as required, insuring smooth coordination of activities.
  • Meet with user groups to determine user needs and to explain facility capabilities and policies.
  • Prepare, confirm, and issue service orders for users.
  • Research, review, and recommend equipment, materials, and supplies required in providing event services and planning.
  • Take part in reviewing and approving final billing to users prior to release of invoice.
  • Assist in preparation of estimated revenues for facility budget.
  • Assist in the implementation of all center ticketing and box office policies.
  • Work with Media Services Manager to forecast and track media services revenue and profit margins, maximize in-house media services utilization, and maintain the highest quality of these services.

Requirements:

  • Minimum of 5-7 years' experience at a supervisory level with a major convention or multi-purpose facility or equivalent position.
  • College degree preferred, emphasis in business, event management, management, or related fields preferred, additional years of experience may serve as a substitute for education.
  • Ability to work a flexible schedule including early mornings, days, evenings, overnight, weekends, holidays, extended (long) work days, and extended number of days.
  • Experience in Event Management Software such as Momentus Software, CC Breeze, Social Tables, as well as CAD.
  • Graduate of Venue Management @IAVM preferred.
  • Proficient with Microsoft Office products.
  • CMP, CVE, or CVP preferred.

Vaccination Statement:

We are committed to ensuring all our buildings and office locations are the safest in the world for artists, teams, employees, and fans. Based on recent encouraging trends in the U.S. and Canada, we highly encourage our employees to continue to get vaccinated and boosted against COVID-19. Should circumstances change, we may need to reinstate vaccination requirements, in whole or in part, to safeguard the health of our employees, guests, performers, athletes, and partners.

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