Jobs & Internships Title:
MIDFLORIDA Event Center - Special Events Administrator

Post Date
12/16/2024

Expiration Date
2/16/2025

Details:
SUMMARY
The Special Events Administrator will direct all aspects of the event services division; administers, plans, and oversees all event services/production including, but not limited to, directing and managing events, event contract compliance, final invoice creation and review, and event budget compliance. The Special Events Administrator will contribute extensively to the growth and profitability of the event center in the event services division by assuring event rules, regulations, policies, and procedures are implemented and followed. Directly manages Event Specialists, and Event Representatives staff. Facilitates the development of public trust and confidence in the City.


Qualifications:
ESSENTIAL RESPONSIBILITIES
The following duties are illustrative for this position. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
• Keeps the mission, vision, and values of the City of Port St. Lucie at the forefront of decision-making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Provides highly responsible support to the Director; prepares and presents event reports and other related correspondence.
• Directs and evaluates the efficiency and effectiveness of event services, delivery methods, and procedures; assesses and monitors workload, support systems, and internal reporting relationships within the event services division; identifies opportunities for improvement and review with the Director; implements improvements.
• Works closely with the Director and the Deputy Director of Operations on in-house developed events to direct and manage event services that lead to increased event revenue, reduced event expenses, and the overall success of the event.
• Manages and oversees events, ensuring that all areas of event management are executed in a manner that will deliver an outstanding client and guest experience, including direction and guidance to the event services team.
• Develops and grows the event services division while building and sustaining a positive, results-driven culture with an emphasis on client satisfaction and cultivating the event center’s positive reputation within the industry.
• Consistently reviews internal processes, including communicating effectively with clients.
• Reviews subordinate event documents for each event.
• Meets with clients to direct and manage events.
• Manages activities with the various service contractors for events.
• Manages clients by interpreting and explaining contract provisions, policies, and procedures.
• Keeps clients informed as to the status of deadline schedules including, but not limited to, floor plan submissions, meeting room set-up specifications, insurance requirements, payment schedules, police details, and other relevant details.
• Manages event cost estimates and ensures all costs are paid per contractual requirements.
• Communicates detailed event requirements to the Operations Department for event set-up needs.
• Coordinates with the Marketing/Box office team to develop seating plans for ticketed events.
• Manages event issues and communicates with Assistant Director and Director.
• Serves as primary division liaison between clients, and other city departments when necessary.
• Manages and resolves client requests, concerns, and problems promptly.
• Submits an annual budget for the events divisions.
• Attends appropriate management meetings in support of the division.
• Rotates with other Admin staff in the role of (MOD) Manager on Duty for scheduled events.
• Directly manages Event Specialists, and Event Representatives. Implements management responsibilities in accordance with Event Center policies; manages same with event staff.
• Other duties as may be assigned.

SUPERVISORY RESPONSIBILITIES
Carries out supervisory responsibilities in accordance with the City’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

MINIMUM REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE
Graduation from an accredited college or university with a bachelor’s degree in business administration, public relations, communications, or a related field is required. Five (5) years of experience in directing and managing major events and services for an event center, convention center, public assembly facility, or like venue is required. Possession of a valid Florida driver's license and maintenance of a clean driving record are required.

A comparable amount of training, education, or experience may be substituted for the minimum qualifications.

KNOWLEDGE, SKILLS, & ABILITIES
• Advanced knowledge of office and City procedures and practices.
• Ability to manage, plan, organize and supervise the operations of special events and a multi-use event center.
• Ability to manage a wide array of personality types when interfacing with customers.
• Ability to simultaneously direct and coordinate multiple projects and activities.
• Ability to work with a variety of individuals and contractors.
• Ability to maintain records and compile reports.
• Proven ability to delegate authority, plan, organize, review, and evaluate the work of subordinate staff.
• Ability to assess current processes for areas of improvement to enhance efficiencies.
• Ability to provide excellent customer service skills and etiquette is paramount.
• Knowledge of Principles and practices of accounting, including budget preparation and control.
• Knowledge of Principles and practices of supervision, training, and performance evaluation.
• Strong computer skills, including experience working with event management/event diagramming software such as Social Tables or VenueOps.
• Advanced knowledge of computer applications including, but not limited to, Outlook, MS Word, Excel, and PowerPoint.
• Strong leadership, diplomatic, motivational, and organizational skills.
• Skill in professional presentation, appearance, and work ethic.
• Ability to work independently and as a member of a team.
• Must be able to work irregular hours that will vary due to events including; days, evenings, weekends, and holidays.
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to communicate effectively in writing and orally.
• Ability to focus on the positive in every situation.
• Ability to model respect for individuals, teams, and the organization.
• Ability to stay centered when challenged.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, hear, and use hands to finger, handle, or feel. The employee is frequently required to walk and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, and crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.


Comments:
PLEASE READ: TO BE CONSIDERED FOR THIS ROLE YOU MUST APPLY DIRECTLY THROUGH THE CITY'S HIRING PORTAL LOCATED HERE:

https://www.governmentjobs.com/careers/cityofpsl/jobs/4761816/special-event-administrator-midflorida-event-center?page=2&pagetype=jobOpportunitiesJobs

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Employer:
City of Port St. Lucie
Contact:
David Stonehouse

Address:
9221 SE Event Center Place

Website:
https://www.governmentjobs.com/careers/cityofpsl/jobs/4761816/special-event-administrator-midflorida-event-center?page=2&pagetype=jobOpportunitiesJobs