What are the responsibilities and job description for the Director of Special Event Operations position at Apollo Theater Foundation, Inc.?
About The Apollo
In December 2024, The Apollo Theater became the first organization honored by the Kennedy Center Awards, emphasizing The Apollo’s impact on the past, present, and future of American culture and the performing arts. From the longest-running talent show in America with Amateur Night at The Apollo, which launched the careers of icons like Ella Fitzgerald and Lauryn Hill, to performances from beloved legends like Smokey Robinson and Lil’ Kim and today’s biggest stars like Drake, The Apollo has always been a home for artists to create and a home for audiences to see incredible music and art from legendary artists.
The Apollo is an American cultural treasure. It is a vibrant non-profit organization rooted in the Harlem community that engages people from around New York, the nation, and the world. Since 1934, The Apollo has celebrated, created, and presented work that centers Black artists and voices from across the African Diaspora. It has also been a catalyst for social and civic advocacy. Today, The Apollo is the largest performing arts institution committed to Black culture and creativity.
Description
WHO ARE YOU?
Are you passionate and driven, with an entrepreneurial spirit? And are you resourceful, innovative, forward-thinking, and collaborative? Do you have an interest in culture, performing arts, or entertainment? At Apollo Theater Foundation, we are building a Special Events team that embraces these qualities, and hope you’re interested in learning more!
THE JOB
The Apollo Growth team is seeking a highly resourceful team player to bring their passion for events and branded entertainment production as the next Special Event Operator on the Events & Marketing team, which is tasked with creating unforgettable live and virtual music moments that help The Apollo, donors and brand partners stand apart from the rest.
The Special Event Production Operator will work independently and within a team environment to concept, plan, budget, advance, and direct successful event executions. This person will primarily focus on Apollo fundraising and custom event productions. This role will also liaise with internal teams and external vendors to stage onsite sponsor and/or donor activations. They will coordinate with Sponsorship, Programming, Technical Production and Creative Solutions teams as well as liaise with relevant venues, vendor and client contacts. Programs range from one-off events at Apollo Theater venues or unique locations, to experiential sponsor activations at partner festivals and events, traveling brand presence on sponsored artist tours, high-end parties for clients, music events created for content capture and more.
Apollo Theater designs, sells, and manages the company's national corporate sponsorship programs with the world's most recognizable brands. It is an exciting, fast-paced team that collaborates with all facets of Apollo Theater's business including venues, ticketing, artists, content, media (digital, social, mobile), promotions, and concert production. To learn more about our division, check out:
WHAT THIS ROLE WILL DO
- Work with Programming and Marketing team on vision, design, experience, and budgeting of new business opportunities involving fundraisers, and custom events.
- Collaborate with internal Apollo Theater teams (brand management, creative, solutions, sales and development) vendors and venues to develop comprehensive and effective event project plans, identifying blockers and delays in a timely manner.
- Manage RFP process with production and logistics vendors including evaluation, granting and contracting.
- Creation and execution of budgets for events (vendors, permits, labor, fabrication, etc.), and primary responsibility for ensuring events are completed on-budget.
- Advance all production and operational elements such as power, heavy equipment, WIFI, labor, ticket holds, talent management and sponsor integration for events.
- Ensure vendors are secured to procure all operational elements such as staffing, and custom décor items.
- In partnership with Apollo technical production team, ensure trucking, lighting, and audio as per budget constraints.
- Manage all on site operational and logistics staff including brand ambassadors, FOH staff. Deliver or source training as needed and ensure onsite supervision.
- Oversee the logistics, fabrication, installation/tear down in multiple environments.
- Ensure program aesthetics, activities, fabrication, feasibility, etc. take into consideration the client and talent guidelines/goals.
- Research vendors, suppliers, etc. offering new technologies or approaches.
- Suggest new best practice recommendations for internal operations.
- Develop and maintain internal departmental relationships.
- BA degree required.
- 5 years of experience in event and experiential concepting, budgeting and production with an established record of success.
- Business acumen needed for interacting with corporate clients, accompanied by the sensibilities of working with production teams (from clients to vendors, artist managers, venue staff, etc.).
- You thrive when onsite, working out of a production mindset.
- Superior project and time management skills.
- Adept in Microsoft Office applications including Word, PowerPoint and especially Excel.
- Knowledge of virtual event production and platforms is a plus.
- Experience working with recognizable global brands.
- Knowledge of culture and entertainment marketing preferred.
- Exceptional communication skills, both written and verbal.
- Have a creative yet practical event development comprehension.
- Proven ability to work calmly and efficiently under pressure.
- Must be available to work occasional weekends and evenings, as needed for Special Events (currently estimated at 2-3x per quarter).
- Ability to leverage your experience and existing industry relationships.
Salary : $90,000 - $95,000
