Event Manager

EVENT MANAGER

Job Description

Position Summary:         

Spark By Design is a dynamic event design and destination management company that provides hospitality services, décor, rentals, and gifting to meeting planners, local organizations, and individuals hosting guests in North Carolina, upstate South Carolina, and southern Virginia. Our Spark Party Pack department develops and operates virtual happy hour experiences and corporate gifting worldwide. Spark By Design joyfully exists to provide creative solutions throughout the event planning lifecycle with honesty and excellence in hospitality and design.

As an Event Manager, you will play a strategic role on a strong team as it continually strives to over-deliver on client expectations. We are looking for a career-minded individual who thrives in a fast-paced, competitive work environment that is committed to excellence. The successful team player will be innovative, flexible, and organized, possessing genuine skills in time management and authentic communication.

Optimal Candidate:

The Event Manager will provide excellent event planning & hospitality services to potential and existing clients; cultivate and maintain vendor and partner relationships; develop and execute multi-service programs; and provide marketing, administrative and accounting assistance to the daily operations of the business. The manager is friendly and flexible with a team mentality and is natural problem solver that quickly masters concepts and technologies and requires minimal training and supervision.

Job Type: Full-time with Health Benefits beginning after successfully completing a (90) day probationary period

Experience: Bachelor’s degree. Minimum 5 years in a Special Events & Hospitality related company: Planning, Hotelier, DMC, CVB, Catering, Transportation, Venue, Rentals, or Production.

Expectations:

·      Effectively handle and consistently prioritize time-sensitive tasks with a calm, professional attitude

·      Extremely detail-oriented and organized

·      Work effectively independently and in teams in fast-paced and fluid environment

·      Authentic communication: written, verbal, and interpersonal

·      Provide timely and friendly responses to clients, vendors, peers, and Spark team

·      Manage event life cycle from inquiry to final billing

·      Efficient and swift computer skills using Email, Microsoft Office, Canva, Quickbooks, and Social Media outlets in our brand voice

• Provide thorough, clear, and creative solutions in a timely and professional manner

·      Flexible work schedule, including some weekends and overnight travel

·      Ability to recognize and cultivate opportunities to upsell and maximize revenues

·      Physically assist the Spark team with variety of event preparations, including installs and strikes

·      Respond quickly to changing circumstances, anticipate new developments, and be receptive to new ideas and methods

·      Ability to stay calm under pressure while possessing an unwavering friendly and professional attitude

·      Outstanding customer service skills and employee relations abilities. 

Core Responsibilities:

• Works in concert with team toward the development of well-researched, attractive and viable sales proposals to present to prospective and repeat clients.
• Research solutions for client needs and ensure accurate completion of costing sheets for proposed products and  services

·      Build and update event budgets while focusing on cost control and revenue management as projects advance

·      Coordinate ground transportation logistics, including manifest processing, vehicle assignments, bookings, clear communication and precise execution

• Independently manage on-site execution of events, group activities, and transportation services

·      Negotiate business services, cultivates and maintains productive relationships with service providers and vendors

·      Manage client relationships during the proposal process, execution of their program, and post-event follow up

·      Maintain open communication throughout the Company; ensure planning team is updated on project statuses daily

·      Create event contracts and invoices for the company

·      Develop Transportation Manifests, Décor Load Lists, Event Layouts, and Schedule of Services

·      Work with design team installing and striking out event décor

·      Serve as point of contact for clients and vendors throughout event

Ancillary Responsibilities:

• Prepare and conduct sales presentations and site visits
• Research new and unique venues, activities, entertainment options in the destinations we serve

·      Follow-up on Aged Receivables

·      Represent Spark By Design professionally in public, at networking events, and client functions

• Establish strong community and vendor relationships for the purpose of pursuing additional business
• Ongoing willingness to learn the local and global economy as it relates to the meeting and events industry

·      Create meeting links, recordings and host virtual events on an as-needed basis

• Build prospect list and manage systems to ensure consistent client communication and business growth

·      Support company marketing efforts and drive business through social media, newsletters, and client gifts

Competencies

·      Proven track record in event management within a team setting

·      Proficient computer skills, including of Microsoft Office & Teams, Canva, Monday.com, SquareSpace, Zoom, WebEx

·      Enjoys interacting with people in a professional and courteous manner

·      Excellent descriptive writing abilities

·      Friendly and approachable demeanor with an ability to motivate a team

·      Service oriented

Physical / Mental Requirements

Occasionally must ascend or descend ladders, stairs, scaffolding, ramps, and the like. Must be able to remain in a stationary position, often standing or sitting for prolonged periods based on event needs. May occasionally be required to operating light machinery and/or power tools. May at times be required to work in outdoor and event environments where temperatures fluctuate. Must have physical and mental endurance to function effectively outside a regular 9-5 office environment.Tips: Provide a summary of the role, what success in the position looks like, and how this role fits into the organization overall.