The Polo Club Boca Raton Boca Raton, FL, USA
Jul 16, 2019Full time
Events Manager Job ID 2019-1366 Department Food and Beverage Type Year Round - Full Time Overview Responsible for strategically and logistically planning, supervising, and implementing all phases of social, cultural and educational events, both in-house and off property, for Polo Club Members. Organizes events that will make an impact to the club’s membership, providing and maintaining diverse opportunities for activity, recreation, cultural exposure, and social interaction with peers, ensuring the events are successful. The role requires working effectively with internal teams, external suppliers, talent and partners, to seamlessly produce an event program that delivers results while upholding the club’s established strategic brand, objectives, timelines, and budget parameters. Responsibilities Responsible for managing all aspects of the production process from conception and scheduling, to implementation and preparation, directing the event, to load out and wrap. Interacts with the Cultural Arts and the Social Committees to determine the selection and scheduling of programs and activities to be offered during the year. Acts as liaison to the Cultural Arts and Social Committee; attending all meetings and reporting updates on events and making recommendations. Negotiates contracts relating to events. Purchases and organizes seating arrangements for ticketed events and for transportation. Coordinates and meets with Food and Beverage/Catering department to prepare and determine selection for all in-house events – seating, food to be served, times, etc. Receives, separates and manually distributes all individual tickets for theatre and other ticketed events. Maintains files on reservation sheets, billing records, transportation and correspondence for each event. Assists in preparing and maintaining the annual budget relating to Cultural Arts and Social Committee income and expenses. Arranges scheduling and payments for bus transportation to all outside events. Sets up accounts for, requests and processes event expense checks as well as any contractual letters and reimbursements. Submits member charges and credits to accounting accurately and in a timely manner. Receives and responds to phone calls, faxes, e-mails and mailings regarding activities. Interfaces with members regarding issues, questions and miscellaneous matters. Arranges appointments and meets with potential presenters, artists, speakers, authors, performers, instructors and pertinent vendors along with committee chair representatives. Coordinates with communications/design department regarding the Cultural Arts Guide, Social Guides, Traditions, yearly events calendar, TV notices, and appropriate flyers & posters and other publicity media for the events. Attends professional meetings, conferences and other educational events. Communicates with members, co-workers, management and the general public in a courteous and professional manner. Conforms with and abides by all regulations, policies, work procedures and instructions. Exhibits and maintains a professional demeanor to reflect a positive image of The Polo Club. Performs other duties as assigned by the Director of Catering & Member Events and Director of Club Operations. Qualifications Requires excellent organization skills. Requires tact and polite assertiveness and telephone etiquette. Must have experience with budgets and allocations. Requires excellent contract and negotiation skills. Must have knowledge of food & beverage processes; knowledge of strategic and logistic planning; purchasing, designating, recording and distributing large quantities of theatre tickets and seating; billing/crediting and processing payments. Must possess a sharp eye for detail and a genuine sense of hospitality. Requires some knowledge of Public Relations and Marketing techniques. Requires the ability to type agendas, take minutes and assist in conducting committee meetings. Requires good problem solving skills, troubleshooting on-site and off-site events, interpersonal skills, leadership abilities as well as a take charge attitude. Ability to speak to/in front of large audiences would also prove helpful. Ability to analyze data and prepare reports. Ability to communicate well verbally and in writing. Ability to understand and carry out verbal and written instructions. Ability to interact professionally and maintain effective working relationships with management, co-workers and members. Must be able to multi-task and work in a fast paced environment. Ability to exercise discretion and independent judgment. Bachelor’s degree (B.A.) and a minimum of three years of related experience in a high volume environment or any equivalent combination of related education and experience. Must be proficient in Microsoft Suite and software programs specific to the job; i.e. reservations, seating, billing etc. Previous club experience is strongly preferred.