The Private Events Manager is responsible for managing all aspects related to promoting, booking and coordinating external events at Oklahoma Contemporary. This position is responsible for training, scheduling and supervising all event staff/volunteers; overseeing event security and interacting with local public safety officials. The Private Events Manager works closely with staff to coordinate operational support for internal events and programming. The Private Events Manager also works closely with café staff to facilitate any hospitality requirements for external events and internal events (as needed). This position embraces the mission of Oklahoma Contemporary Arts Center through actions, deeds and outcomes and reports to the Director of Operations.
Essential Job Functions
- Promote and market Oklahoma Contemporary’s event spaces.
- Collaborate with Director of Operations to create and manage sales goals, budget and rental fee structure.
- Manage private event inquiries, acting as point of contact for all event details.
- Maintain well-organized event records and documentation.
- Meet with prospective clients regularly to conduct tours of event spaces.
- Prepare customized event proposals and cost estimates for potential clients.
- Create, review and execute contracts with clients, vendors and planners.
- Coordinate event dates with Operations as well as other Oklahoma Contemporary departments with the organizational calendar of events.
- Collaborate with Operations staff to book and coordinate event staff (i.e. security, custodial, etc.).
- Identify and manage event logistics and resources, focusing on improving client satisfaction.
- Develop and maintain working relationship with café and other catering vendors.
- Act as point of contact for all external event hospitality needs.
- Acquire event permits and coordinate with law enforcement for certain internal and external events.
- Work an extremely flexible schedule, including late nights, early mornings, weekends and holidays as needed.
- Interact with key patrons and donors, including the Board of Trustees.
- Collaborate with Communications staff for marketing plans and strategies for events and for promotions surrounding rentals/sales.
- Establish and maintain effective working relationships with co-workers, part-time staff, contractors, patrons/public and municipal officials.
- Prepare and maintain contracts and payments, insurance policies and set-up diagrams.
- Develop cost schedules and maintain vendor lists.
- Develop and maintain job relationship with related event industry contacts and vendors (event planners, catering companies, florists, etc.).
- Other duties as requested by the Director of Operations.
Essential Job Requirements
- Undergraduate degree.
- A minimum of two years’ experience with project management.
- Sales experience strongly preferred.
- Excellent organizational, communication (written and verbal) and interpersonal skills.
- Ability to handle and prioritize multiple tasks with an exacting attention to detail, often with shifting priorities and deadlines.
- Ability to interact effectively with staff, corporate and foundation personnel, volunteers and members of the community.
- Ability to work independently and as a part of a team.
- Proficient in MS Office, Word, Excel, Outlook and donor-based software.
- Knowledge of Oklahoma ABLE Commission rules and regulations is a plus.
Limitations and Disclaimer
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
Other requirements and working conditions
- Use of a car required; legally registered and insured for daily use
- Use of a computer/monitor, telephone and copier daily
- Flexible schedule with ability to participate in evening or weekend events
- Team environment with frequent group meeting participation
- Physical requirements: Lifting/Carrying - heavy work may include routine lifting of a maximum weight of 50 lbs. - combination of sitting, standing, walking and driving on a frequent basis
Oklahoma Contemporary is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or veteran status.
Apply with a cover letter and resume here.
Oklahoma Contemporary strives to demonstrate leadership by modeling excellence and best practices for inclusion, diversity, equity and accessibility. We believe in the power of human creativity and value the opportunities for connection and learning that exist when cultures and communities come together in collaboration and understanding.
We commit to championing policies and practices that value diversity, foster cultural equity and create an accessible and inclusive environment. Oklahoma Contemporary does not discriminate based on race/ethnicity, age, disability, sexual orientation, gender, gender identity, socioeconomic status, geography, citizenship status or religion. We recognize our strengths lie in the broad range of people who contribute their time and talents to our mission and are dedicated to creating a safe, inclusive place for them to explore creativity.