DIRECTOR, EVENT MANAGEMENT

Company: Rocket Center
Location: Huntsville
Posted on: March 18, 2023

Job Description:

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page:The purpose of this position is to ensure the effective and efficient direction of events for the USSRC. This position ensures that all events promote quality service that reflects the mission, vision, and values of the USSRC.ResponsibilitiesEssential Functions

• Integration. Serve as the lead integrator for all special events, coordinating across functional teams to ensure timely requests for support are received, understood, and executed.
• Team Management. Manage the efforts of the protocol officer, event coordinators, and any other personnel assigned to carry out the duties of the office which includes envisioning, developing, coordinating, and executing events supporting the USSRC.
• Manage Expectations. Work with event stakeholders to understand and manage expectations for events to ensure their comfort with our processes and ultimate satisfaction.
• Key Stakeholders. Ensure key stakeholders and VIPs are given appropriate attention and respect and to allow informed executive engagement with visitors.
• Collaboration. Collaborate with the Food and Beverage Director to ensure event sponsors and guests are pleased with the food and beverage options, including ensuring that appropriate timelines are met to provide adequate time for stocking and staffing.
• Policies & Procedures. Ensure that all events are in accordance with USSRC policies, procedures, and regulations. Propose updates to policies and procedures when necessary.
• Assist with Planning. Assist representatives from industrial, civic, and governmental agencies and organizations, as well as private individuals, with planning special functions in accordance with USSRC policies procedures and regulations.
• Inquiry Response. Ensure that all inquiries are responded to in a timely manner.
• Pricing. Coordinate with CEO, CFO, Museum, Sales, IT, and Food and Beverage teams to establish competitive pricing for events. This includes conducting market research to recommend the appropriate price levels prior to internal discussions.
• Needs Assessment. Ensure that clients are consulted to assess and understand their needs for the event; areas of discussion and consultation include staffing, meeting rooms, spaces to be used, hospitality suites, signage, IT, AV, security, parking, display areas, and other specialized requirements.
• Negotiations and Contracts Management. Ensure all negotiations with clients and organizations regarding event specifications occur in a timely and courteous manner and external events customers have paid in full prior to the event (except for a small amount of reconciliation post-event).
• Contracts and Collections. Ensure timely and accurate collection of deposits and payments. Prepare contracts for each Special Events customer and make sure that all appropriate internal and external parties sign these contracts; ensure conditions of the contract are met both internally and externally, including the collection of deposits and payments from USSRC customers.
• Advertising. Produce and update the marketing information for event planning on a regular basis to provide an engaging and attractive marketing product. Advertise to increase sales and fill out calendar.
• Calendar. Maintain accurate and current special events calendar and ensures that calendar is distributed in an accurate and timely manner.
• Coordination. Ensure that special event schedules and activities involving other departments are established in conjunction with appropriate manager to optimize time, schedules, and space for all departments involved.
• Monitor. Attend special events to ensure that they are conducted in a manner that reflects the mission, vision, and values of the USSRC.
• Special Functions. Assist representatives from industrial, civic, and governmental agencies and organizations, as well as private individuals, with planning special functions, including custom camps, in accordance with USSRC policies procedures and regulations.
• Follow-up. Ensure timely follow-up to each event, including briefings, minutes, thank you letters, and invoicing. Conduct post-event evaluations to determine how future events could be improved.
• Expectations. Meet or exceed the expectations for the accurate and timely completion of related tasks and assignments.This position has the following special requirements:This position has the following special requirements:
  • Sitting for long periods of time (4-6hrs) behind desk.
  • Walking, climbing (stairs) to access other departments.
  • Feeling, Wrist Movements, Seeing, reading to operate computer terminal, office equipment, and handle various documents.
  • Talking and Hearing to assist customers and employees in person and over the telephone.This position involves working in a climate-controlled office environment. This position deals extensively with the public and with employees who interact with assigned area of responsibility. This position will involve some late-night closing. -Supervisory Responsibilities: Yes
    • Adheres to organizational policies and applicable laws.
    • Instructs, coaches, and encourages staff to support by action and example the mission and vision of the Center.
    • Demonstrates good judgment within supervision of staff.
    • Effectively monitors staff performance and offers appropriate coaching, counseling or supervision as required.
    • Completes staff evaluations, documentation, etc., on time and effectively.
    • Serves as an effective role model to staff by demonstrating exemplary work ethic.Travel Required:YesQualificationsRequired Education and Experience: Bachelor's degree in Hospitality, Meeting, and Event Planning or related field required.Preferred Education and Experience: Minimum of 2 years' experience in contract negotiations, event planning or catering OR an equivalent combination of education and experience. Must be professional, detail oriented, and courteous. Must possess excellent verbal and written communication skills to interact effectively with guests and employees.Computer Experience: Must be able to use Windows based operating systems; including some basic associated software applications (i.e. word processing / spreadsheet).Other Requirements:
      • Demonstrated project management experience and capability (PMP certification or similar) a plus.
      • Prefer familiarity with project management tools like: MS Project; Wrike; Confluence; Smartsheet; MS Office; eSpace; Caterease; Asana; Trello.
      • Prefer familiarity with event planning and management tools like Cvent.The above duties reflect the general responsibilities necessary to describe the principal work functions of the job and shall not be considered as a detailed description of all work requirements that may be in the position.The U.S. Space & Rocket Center is an Equal Opportunity EmployerAll qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: Rocket Center, Huntsville , DIRECTOR, EVENT MANAGEMENT, Executive , Huntsville, Alabama