Special Event Administrator-MidFlorida Event Center

This position is an Essential classification and will be required to report to duty before, during, and immediately after a civil emergency.

The following duties are illustrative for this position. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. 

• Keeps the mission, vision, and values of the City of Port St. Lucie at the forefront of decision-making and action; builds strategic and collaborative relationships and interacts with others in a way that builds confidence and trust; provides excellent customer service by taking action to accomplish objectives, maintains high levels of work and productivity by generating innovative solutions to work situations.
• Provides highly responsible support to the Director; prepares and presents event reports and other related correspondence.
• Directs and evaluates the efficiency and effectiveness of event services, delivery methods, and procedures; assesses and monitors workload, support systems, and internal reporting relationships within the event services division; identifies opportunities for improvement and review with the Director; implements improvements.
• Works closely with the Director and the Deputy Director of Operations on in-house developed events to direct and manage event services that lead to increased event revenue, reduced event expenses, and the overall success of the event.
• Manages and oversees events, ensuring that all areas of event management are executed in a manner that will deliver an outstanding client and guest experience, including direction and guidance to the event services team.
• Develops and grows the event services division while building and sustaining a positive, results-driven culture with an emphasis on client satisfaction and cultivating the event center’s positive reputation within the industry.
• Consistently reviews internal processes, including communicating effectively with clients.
• Reviews subordinate event documents for each event. 
• Meets with clients to direct and manage events.
• Manages activities with the various service contractors for events.
• Manages clients by interpreting and explaining contract provisions, policies, and procedures.
• Keeps clients informed as to the status of deadline schedules including, but not limited to, floor plan submissions, meeting room set-up specifications, insurance requirements, payment schedules, police details, and other relevant details.
• Manages event cost estimates and ensures all costs are paid per contractual requirements.
• Communicates detailed event requirements to the Operations Department for event set-up needs. 
• Coordinates with the Marketing/Box office team to develop seating plans for ticketed events.
• Manages event issues and communicates with Assistant Director and Director.
• Serves as primary division liaison between clients, and other city departments when necessary.
• Manages and resolves client requests, concerns, and problems promptly.
• Submits an annual budget for the events divisions.
• Attends appropriate management meetings in support of the division.
• Rotates with other Admin staff in the role of (MOD) Manager on Duty for scheduled events. 
• Directly manages Event Specialists, and Event Representatives. Implements management responsibilities in accordance with Event Center policies; manages same with event staff.
• Other duties as may be assigned.

 SUPERVISORY RESPONSIBILITIES

Carries out supervisory responsibilities in accordance with the City’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 EDUCATION AND/OR EXPERIENCE

Graduation from an accredited college or university with a bachelor’s degree in business administration, public relations, communications, or a related field is required. Five (5) years of experience in directing and managing major events and services for an event center, convention center, public assembly facility, or like venue is required. Possession of a valid Florida driver's license and maintenance of a clean driving record are required. 

A comparable amount of training, education, or experience may be substituted for the minimum qualifications. 

KNOWLEDGE, SKILLS, & ABILITIES 

• Advanced knowledge of office and City procedures and practices.
• Ability to manage, plan, organize and supervise the operations of special events and a multi-use event center.
• Ability to manage a wide array of personality types when interfacing with customers. 
• Ability to simultaneously direct and coordinate multiple projects and activities.
• Ability to work with a variety of individuals and contractors. 
• Ability to maintain records and compile reports.
• Proven ability to delegate authority, plan, organize, review, and evaluate the work of subordinate staff.
• Ability to assess current processes for areas of improvement to enhance efficiencies.
• Ability to provide excellent customer service skills and etiquette is paramount.
• Knowledge of Principles and practices of accounting, including budget preparation and control.
• Knowledge of Principles and practices of supervision, training, and performance evaluation.
• Strong computer skills, including experience working with event management/event diagramming software such as Social Tables or VenueOps.
• Advanced knowledge of computer applications including, but not limited to, Outlook, MS Word, Excel, and PowerPoint. 
• Strong leadership, diplomatic, motivational, and organizational skills.
• Skill in professional presentation, appearance, and work ethic.
• Ability to work independently and as a member of a team.
• Must be able to work irregular hours that will vary due to events including; days, evenings, weekends, and holidays. 
• Ability to establish and maintain effective working relationships with employees and the public.
• Ability to communicate effectively in writing and orally.
• Ability to focus on the positive in every situation.
• Ability to model respect for individuals, teams, and the organization.
• Ability to stay centered when challenged.
• Ability to work under pressure and meet deadlines.
• Ability to follow through with assigned tasks.

While performing the duties of this job, the employee is regularly exposed to outside weather conditions that may be adverse and extreme (heat, humidity, cold, rain, etc.). The employee is frequently exposed to noise, dust, fumes, airborne particles, and uneven surfaces.  

The noise level in the work environment is usually moderate to loud. The office environment is fast paced.

Salary : $74,110