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28 Apr 2022

Full-Time Director of Event Services

Charleston Gaillard Center – Posted by Jbyrd Charleston, South Carolina, United States

Job Description

Title: Director of Event Services

Reports to: Vice President of Operations

Location: Charleston, South Carolina

Type: Full-time, salary, exempt. Evening and weekend hours will be required.

Organization Background

The Charleston Gaillard Center’s mission is to inspire our dynamic community through the power of the performing arts. We seek to enrich the diverse community of Charleston and the surrounding tri-county region with artistic and cultural experiences that are accessible, unique, relevant, and serve as educational resources for generations to come.

The Charleston Gaillard Center consists of an 1,800-seat world-class performance hall and 16,000 square feet of elegant exhibit and meeting space, along with offices and public spaces. The Charleston Gaillard Management Corporation (GMC), doing business as the Charleston Gaillard Center, is a non-profit 501c3 organization responsible for managing the facility. For more information about the Charleston Gaillard Center, please visit http://www.gaillardcenter.org.

The Charleston Gaillard Center is an equal opportunity employer and values diversity. Individuals from underrepresented populations are encouraged to apply. All employment is decided on the basis of qualifications, merit, and business need.

Position Summary

The Director of Event Services (DES) is charged with the supervision, scheduling and training of event management staff, part-time front of house management, and the volunteer usher corps. This position is responsible for overseeing the planning, execution, control, and evaluation of events for Performance Hall, Exhibition Hall, and full facility events. The DES works closely with the executive and senior management teams, as well as the City of Charleston to enhance and support the overall mission of the organization, and to ensure high quality event execution while also maintaining the safety and maintenance of the facility.

Responsibilities

  • Prepares and manages the annual production department budget.
  • Manages the staff responsible for the successful execution of venue rentals and presented events in ballrooms, meeting spaces, and the performance hall, including contract and technical rider fulfillment.
  • Supervises the preparation of related financial reports and necessary documentation on the economic performance of events including by not limited to final invoicing for rental events, event P&Ls, show settlements, and managing the departments cash reserve.
  • Develops strategies for controlling production event costs while maintaining quality and safety.
  • Prepares and maintains the Gaillard Centers Emergency Operations Plan. Provides occupational safety guidelines and training for all staff and the volunteer usher corps.
  • Prepares and maintains Gaillard Center Pandemic Reopening Plan. Provide safety guidelines to clients, working staff, and attendees.
  • Serve as a liaison to the City in acquiring necessary permits and additional support for events.
  • Coordinates with the programming department and sales department to ensure Centers booked shows and events are properly supported and executed.
  • Forges strong relationships with Center personnel and provides support to the Operations department.
  • Ensures the CFO & VP of Operations is informed of any incidents or potential issues arising from users or vendor interactions in a timely and professional manner.
  • Regularly leads weekly production meetings with various departments to ensure user and vendor needs are being met, events are being implemented according to venue specifications, and that contract administration is in compliance with the Centers policies and procedures.
  • Supervises and supports the production and event services team in ensuring that service vendors are properly executing service contracts including, but not limited to, facility maintenance, cleaning services, IT support services, catering services, and venue security.
  • Works with event management staff to ensure proper administration of all event staff time sheets and coordinates with HR to ensure staff paperwork is complete and adherence with the Centers policies.
  • Utilizes various software programs, including specific venue management software such as VenueOps and Social Tables, Microsoft Office Suite, Adobe PDF , Google Workspace, and others to regularly input data, create documentation, and communicate with users, vendors, and colleagues.
  • Acts as an on the ground supervisor filling in for event management when necessary.
  • Works with the Technical Director to create and maintain vendor supply accounts for rental equipment, equipment purchases, and service contracts.
  • Actively manages costs of vendor service contracts guaranteeing vendor costs are accurate and reliably predictable on an ongoing basis.
  • Regularly meets and participates in director meetings with senior staff members.

Required Qualifications

The successful candidate will have a proven and measurable track record of at least 5 years of experience in the planning and execution of performances, exhibitions, and events in the corporate environment. This position requires a good knowledge of administrative processes, business communication, and facility policy creation and structure. Candidates should have experience in budget administration, especially with respect to event execution and settlement.

Candidates should be proficient in MS Word and Excel, have superior organizational skills, and written and verbal communication skills. Demonstrated leadership, as well as the ability to think strategically, work well under pressure, and manage details of several concurrent projects is required. The successful candidate will have a professional business demeanor and the ability to work a flexible, event driven schedule. Good communication and relationship building skills with internal staff and external partners is a priority.

Preferred Qualifications

Preferred qualifications include experience working in a non-profit organization. Knowledge of the Charleston area is a plus. Experience with specific facility management software, event execution software and task management software are desirable.

Physical Requirements

  • Ability to move, transport and/or position up to 35 lbs of various equipment and materials.
  • Using tools of the trade and accessing remote locations of the building.
  • Activities may require sustained periods of movement, traversing, and positioning to meet facility and event demands.
  • Work may include prolonged periods of sitting, typing, or looking at a computer screen.

Pay and Benefits

$70k – $85k annual salary based on qualifications and experience.

The Charleston Gaillard Center provides a competitive benefit package that includes:

  • Fully paid medical insurance at the employee level
  • Optional vision, dental, life, and disability insurance
  • 4 weeks of paid time off, accrued annually
  • 403(b) with a 4% company match
  • Free and/or discounted tickets to performances
  • Employer paid parking

NO PHONE CALLS

The Charleston Gaillard Center is an equal opportunity employer and values diversity. Individuals from underrepresented populations are encouraged to apply. All employment is decided on the basis of qualifications, merit, and business need.

How to Apply

APPLY HERE    

Job Types: Full-Time.

Job expires in 15 days.

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