What are the responsibilities and job description for the Event Manager position at Jewishsac?

Join Our Team : Seeking a Master Mechanic of Events!

All potential applicants are encouraged to scroll through and read the complete job description before applying.

Are you ready to be the grease that keeps our community's events running smoothly? Our synagogue is searching for an Event Manager who can ensure every gathering operates like a well-oiled machine.

As our Event Mechanic, you'll be the vital component behind every function, from small meetings to large celebrations. Your role will be to ensure that every cog is in place, every gear turns seamlessly, and every attendee leaves with a smile.

If you can keep the engine running, handle the occasional squeak with a bit of humor, and bring a touch of ingenuity to the workshop, we want you! Apply now and help us keep the machinery of our events in perfect working order.

Ready to get your hands dirty and make things happen?

OVERVIEW

The Event Manager is responsible for planning, coordinating, and executing a variety of events that support the mission and vision of Temple. This role requires a creative, proactive, and organized individual who can manage multiple projects simultaneously and work collaboratively with staff, volunteers, and community members to ensure the highest level of customer service and community engagement.

ESSENTIAL DUTIES

Event Planning and Coordination :

Coordinate all logistical aspects of synagogue events, including religious services, B’nai Mitzvah receptions, holiday celebrations, educational programs, social events, and fundraising activities.
Manage event logistics, including venue selection / reservation, catering, audio-visual needs, live-streaming, and transportation.
Collaborate with program, education, advancement, and clergy teams, as well as committees, volunteers, event sponsors, families, and other facility renters, to understand their vision.
Coordinate with Facilities staff to ensure timely and suitable set-up of physical space for both recurring and special events, as well as ongoing maintenance of Temple facilities.
Create and maintain event planning timelines, create and distribute a schedule of activities for staff and volunteers to follow during events, and communicate a full plan for the event to staff and volunteers prior to the event.
Collaborate with marketing staff to align on event needs and timelines.
Facilitate weekly logistics planning meetings.
Serve as the primary contact for third-party vendors.
Create and submit monthly schedule for security on both campuses.
Maintain facilities calendar, including detailed information on setup needs and other pertinent information.
Respond to event-related questions from congregants and / or the public.
Attend special services and community events to greet attendees, ensure the event runs smoothly, and address any issues that arise promptly.
Conduct pre- and post-event evaluations and report on outcomes.
Identify and establish relationships with vendors and service providers.
Negotiate contracts and agreements with vendors to ensure favorable terms and conditions.
Coordinate with vendors to ensure timely delivery of goods and services.
Review invoices for accuracy and submit to accounting for payment in a timely manner.
Monitor vendor performance and address any issues or discrepancies.
Maintain a database of preferred vendors and service providers.
Recruit, train, and supervise volunteers to support events in collaboration with the Membership Manager and other program staff.
Foster a positive and inclusive environment for volunteers.
Recognize and appreciate volunteer contributions.

Budget Management :

Work with the leadership team and Executive Director to develop the annual budget for ongoing and special events.

Monitor expenses and ensure events stay within budget.

Facility Rental Management :

Own responsibilities for renting synagogue event space to members and other nonprofit organizations.

Create and secure signed rental agreements, including terms, conditions, and pricing.

Ensure rented spaces meet the needs of renters and are properly maintained.

Serve as the primary contact for all rental inquiries and bookings.

Collaborate with the marketing team to actively seek out ways to promote the availability of rental spaces and reach potential renters.

Develop and maintain a written renters guide outlining all Temple policies and procedures related to renting the facilities.

Facilities Staff Supervision :

Supervise facilities staff to ensure the synagogue's physical space is well-maintained and prepared for events.

Direct facilities staff to address any maintenance issues promptly.

Ensure facilities staff follow standard procedures for event set-up and maintenance.

Oversee ordering of facilities, maintenance, and event-related supplies as needed.

TRAINING & EXPERIENCE REQUIREMENTS

Specific knowledge, skills, and experience needed to be successful in the job.

REQUIRED

Minimum of 3 years of experience in event planning, program management, or a related role.

Strong organizational and multitasking skills.

Critical thinking and proactive problem-solving skills.

Flexibility, ability to work under pressure, ability to prioritize and coordinate multiple projects.

Knowledge of principles of supervision, scheduling, and training employees.

Excellent communication, interpersonal, and customer service skills.

Proficiency in Microsoft Office Suite.

Ability to work evenings, weekends, and holidays as needed.

Ability to travel between Seattle and Bellevue campuses as needed.

PREFERRED

Experience working in a synagogue or other religious organization.

Knowledge of Jewish customs, traditions, and holidays.

Technical knowledge about various event technologies and audio-visual equipment.

PHYSICAL REQUIREMENTS

Duties are primarily performed in an office environment while sitting at a desk and / or working at a computer.

Frequent focus on a computer screen is required.

This position requires daily precise control of fingers and hand movements while operating computer keyboard, telephone and standard office equipment.

This position requires normal acuity in vision and hearing, as well as the ability to speak clearly.

The position may require travel within the city and travel between campuses.

Some work will be performed outside of regular office hours.

Moving throughout a building that is on many levels might be required.

Lifting of boxes (10 - 25 lbs) may be required.

ABOUT US

Temple De Hirsch was founded in 1899 on principles of Reform Jewish thought. Today, Temple De Hirsch Sinai is the largest Reform congregation in the Pacific Northwest, with more than 1,500 families and two campuses - Seattle (Capitol Hill) and Bellevue.

TO APPLY

Interested candidates must submit a resume and cover letter via email to hiringmanager@tdhs-nw.org . In your cover letter, please describe how your skills and experience will contribute to your success in this role and why you are interested in working at Temple De Hirsch Sinai.

We understand that not everyone will meet 100% of the qualifications listed. If you believe you have the skills and passion to succeed in this role, we encourage you to apply. We value diverse experiences and perspectives, and we're committed to building a team that reflects a wide range of backgrounds. Your unique talents and experiences could be just what we need to grow and innovate together.

The job will remain open until filled. Initial interviews will be scheduled for the last week in January.

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