Manager, Event Sales and Operations

JOB SUMMARY:

• Conduct/oversee effective vendor/contract negotiation and ensure follow-through of all new and repeat business for effectiveness and customer satisfaction. Directly oversee the Event Facilitators for prompt, courteous, and efficient technical event coordination and execution. Assist the Director of Events in the day-to-day management of events and coordinators.
• Sales: respond to incoming inquiries about small corporate and social events. A rental goal will be assigned to this position after a 3-month onboarding.
• Servicing and detailing booked events as assigned by the Senior Director of Events. This person will be assigned previously booked corporate/social/ceremony-only events to handle the logistics and internal detailing DABS paperwork.
• Supervise Event Facilitators for rentals, including wedding/ceremonies, internal events, flower shows, garden club meetings, and corporate events under the overall supervision of the Senior Director of Sales and Special Events. Ensure satisfactory execution of rental, including overseeing all aspects related to event coordinating and monitoring use and care of DABS’ property. Ensure successful guest relations. Conduct new Event Facilitator training of new hires and work directly with any Event Facilitator to retrain quarterly.
  

Reports To: Director, Sales & Special Events (SSE)

Job Status and Type: Exempt, Full-Time Regular

Department: Sales and Special Events

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Responsible for independent rental management duties.
• Communicate logistics with Facility department, outside entertainment, contact equipment rental vendors, caterers, florists, etc. for effective and smooth operations.
• Submit End of Week event/venue operational happenings, repairs, etc. to Facility department heads, i.e., Operations, Horticulture, Security, etc.
• Work directly with clients and Event Facilitators (EF) to ensure excellence of private events.
• Manage DABS’ Event Facilitator staff as needed for event set-up/tear-down, assuring that the physical arrangement and equipment needs are according to plan and DABS’ property (tables, chairs, tablecloths, etc.) is in good and clean condition.
• Provide instructions for security/parking staff as needed to ensure appropriate access to property and appropriate vehicular access to the gardens; schedule volunteers as needed.
• Upon request, attend final walk-through tours/meetings with Brides/Events who need in person meetings on the weekends. Communicate back to the Director of Events to have those notes recorded in the client files.
• Setup weekly inspection of Tent installations to ensure tents are in good condition and at our DABS Standards. Coordinate Tent production calls with DABS team and vendor.
• Conduct continuous training of all Event Facilitator’s including Golf Cart and Event Facilitator Refresh. Write all 30/60/90-day reviews
• Maintain Event Facilitator Guidelines and training manual
• Conduct new Event Facilitator Training and active recruitment of new Event Facilitators
• Professionally interact with guests/vendors/entertainers and maintain an unobtrusive availability to respond to any needs/problems that may occur during an event while ensuring that DABS’ rules and regulations are followed throughout each event
• Respond timely and appropriately to any incidents and maintain appropriate documentation, such as first aid action, property damage, etc.
• Ensure that all Facilitators, when scheduled, have all needed information/documentation to successfully facilitate event with or without assistance and effectively manage costs associated with Facilitator's services.
• Physically attend all major functions and remain during the functions until all is under control and all events have been started.
• Timely and accurately process paperwork including End of Event Reports and billings during and at the event's end.
• Conduct an annual inventory of DABS’ linens, compliance requirements for tents, heaters, signage, etc. Create a check in/out procedure for all linens to ensure stock and quality.
• Lead planner for Bridal and Corporate Open Houses and supervise Event Facilitators at all venues.
• Assist with scheduling security/gate guards and all Event Facilitator hours.
• Responds to all small (under 100 guests) Corporate/Social and Bridal sales with client tours of gardens/venues. A sales goal of $5,000 per week is set after training in month 3 and beyond.
• Lead Sales & Special Events Pre-Setup meetings (pregame meetings)
• Attend and participate in weekly Operational Setup meetings, garden production meetings, and special events
• Other duties and tasks as assigned

SKILLS/QUALIFICATIONS:

• Bachelor’s degree preferred.
• Bilingual Spanish preferred
• Three years hotel/event planning/execution experience highly desired
• Good office and computer skills; CAD experience helpful.
• Good verbal and written communication skills
• Physical ability to tour clients on property via walking or golf cart and to positively engage client, staff, and vendors for successful and safe event execution.
• Physically oversee events from set up and to conclusion of event as needed.
• Work hours are variable based on events. Nights and weekends are to be expected.
• Driver’s license to drive garden vehicles.
• Manage multiple tasks with attention to detail and accuracy.
• Problem analysis and problem-solving skills; good independent judgment
• Engaging and able to work with client and vendors for successful execution of event.
• Ability to meet customer satisfaction with appropriate compliance with Arboretum rules and regulations.

About the Dallas Arboretum

To help you stay energized, engaged and inspired, we offer a wide range of benefits including comprehensive healthcare, a 401k and Paid Time Off (PTO) so you can relax, recharge and be there for the people you care about.

The mission of The Dallas Arboretum and Botanical Garden is to build and maintain a public venue that promotes the art, enjoyment and knowledge of horticulture, while providing opportunities for education and research. We are committed to excellence, inclusion, good management and fiscal responsibility.

The Dallas Arboretum is committed to being a workplace that is not only free of discrimination, but one that genuinely fosters inclusion and belonging. We strongly believe that workforce diversity creates an environment in which our employees can thrive and best serve our community. We understand and embrace the variety through which people gain experiences whether through professional, personal, educational, or volunteer opportunities.

The Dallas Arboretum is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, age, color, ancestry, national origin, place of birth, religion, sex, sexual orientation, gender identity and expression, military or veteran status, genetic characteristics or disability unrelated to job performance.