Spectra

Event Manager | Xtream Arena & GreenState Family Fieldhouse

Location US-IA-Coralville
Job ID
2020-5748
Group
Spectra - Venue Management
Location Name
Spectra VM - Xtream Arena and GreenState Family Fieldhouse
Category
Catering/Banquet/Event Sales
Type
Regular Full-Time

Overview

The Event Manager will manage every aspect of their events from the advance planning stages through the end of the event.  Responsible to train, schedule and supervise all event related staff.  Ensures staff have appropriate knowledge and tools through training and quality control. Oversee event security, escalated parking issues and interact and provide information to local public safety officials to ensure events run smoothly; coordinate communication between event related staff and delegate assignments; be responsible for and ensure overall customer and lessee satisfaction.

 

This position is based at the Xtream Arena & GreenState Family Fieldhouse. The 5,100 seat multi-purpose Xtream Arena is called home by the University of Iowa Women’s Volleyball team. The 32,000 sq ft GreenState Family Fieldhouse is home to 5 hardwood courts primarily used for basketball and volleyball.  The Xtream Arena and GreenState Family Fieldhouse is owned by the community development corporation ArenaCo and managed by Spectra Venue Management. The Xtream Arena and GreenState Family Fieldhouse are currently under construction and scheduled to open in August 2020. You can learn more about our venue here: www.xtreamarena.com

Responsibilities

  • Responsible for planning, coordinating, and facilitating the logistics of events throughout the XTREAM Arena / Green State Fieldhouse, supporting events in Coral Ridge Ice Arena as required
  • Develop and control event budgets including preparing pre-show event financial estimates and completing post-show financial settlements based on contractual requirements working with the Director of Finance.
  • Responsible for overseeing hourly guest service, security, parking personnel to ensure seamless execution of events.
  • Interview, hire, train, mentor, and manage scheduling of a base of event part time employees
  • Correct employee deficiencies as required, implement disciplinary procedures as required, suspend employees or recommend termination as required; discussing escalated matters with the Director / GM
  • Plan and assign workload for part time staff to ensure professional and polished event execution
  • Ensure timely and accurate event information is provided to the Director Finance for settlement / invoicing
  • Detail event for client approval and internal communication by creating event documents in web-based platforms
  • Utilize ADP timekeeping software to ensure timely entering of employee schedules; making and communicating any updates as needed.
  • Be present for the majority of events at XTREAM Arena
  • Assist internal and external clients with event logistics and suggest the most effective ways to use the facility for specific types of functions.
  • Exercises discretion and utilizes independent decision-making during events that will best represent the company and serve the client.
  • Ensure that all event insurance certificates, licenses and permits required for production are obtained in a timely manner, including local permits, ordinances and traffic control
  • Advance and communicates all event information to appropriate departments and staff
  • Troubleshoot during event preparation and during event to ensure that all event setups are correct including making decisions about policy, procedures, billing and staffing
  • Oversee work and communicate with on-site contractors / subcontractors / temp employees as required
  • Act as facility manager on duty as required
  • Communicates in a timely fashion any/all problems and proposed solutions to the Director / GM
  • Receives and responds to complaints from tenants and the public or refers them to the Director / GM
  • Prepares timely event reports noting attendance, times, significant problems, etc.
  • Ensure collection of all payable by due dates
  • Finalizes lessee requirements including table arrangements and number and nature of support personnel (guest services, security, caterers & decorators)
  • Maintain superior interpersonal relations with clients, employees, management, contractors, and
  • temporary employees
  • Must work on-site for assigned events, maintain excellent attendance, and contribute to a safe & healthy work environment.

Qualifications

  • High school diploma or equivalent
  • Bachelor’s Degree in facility management, event management, or related field; experience will be considered in lieu of education
  • Demonstrated experience and understanding of general functions of event management, facility management, client relations, supervisory roles. Similar experience in large facility environment helpful.
  • Demonstrated understanding of supervisory principles, with emphasis on motivating and training staff
  • Proficient computer skills in a Windows format. Experience with MS Word, Excel, Outlook, internet-based programs, and basic typing skills
  • Ability to communicate clearly, concisely and professionally in all communications along with maintaining a well-groomed appearance
  • Ability to effectively be available via a company provided cell phone, email, text as required.
  • Ability to effectively lead a team in a fast paced, high pressure environment
  • Ability to communicate clearly, concisely, professionally in-person and in-writing
  • Self-motivated, ability to work independently and with a team. Excellent organizational skills
  • Ability to work an event-driven schedule including shifts of 8 hours or more; varying days, nights, weekends and holidays

Spectra, an industry leader in sports, entertainment and venue management, is dedicated to recruiting and developing individuals with the skills, experience, desire, and values to contribute to the continued growth and success of our organization.  Together, with our 250+ sports & entertainment venue partners, we transform events into experiences! These experiences create excitement, turn heads, and make memories.  Come Join Us!  You can learn more about Spectra at www.spectraexperiences.com/

 

Spectra is an equal opportunity employer and our employment decisions are made without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, handicap, marital status, or any other status or condition protected by Federal and/or State laws, except where bona fide occupational qualifications apply.

 

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