Activities & Event Director

The Activities Director is a diverse full-time position with the overall responsibility of providing an exceptional level of social activity, to include all aspects of private catered events, for community residents and non-members through professional planning, organizing, and scheduling. Skilled communication via newsletter, flyers, website, meetings, etc. is essential to encourage maximum resident participation.

Duties and Essential Functions

As a key employee between the client, KW Property Management, and internal support staff, the Activity Director must perform the job duties with a view toward projecting a professional and competent image. Service to the customer in a friendly and outgoing manner is essential, while timeliness and professional appearance are key.

Activity Directors often play a large role in the creation and programming of both social, catered activities. They will often work with other staff to develop and implement programs, but they are responsible for ensuring these programs meet any federal or state regulations and are safe and appropriate for all. Scheduling the events is another duty Activity Directors are expected to perform.

Responsible for conceptualizing, organizing, and managing all aspects of an event, including researching and booking venues, coordinating vendors, managing budgets, overseeing logistics, and ensuring the smooth execution of the event while meeting client needs and expectations, all while adhering to event regulations permits, requiring strong communication, organizational, and creative skills to deliver a successful experience.

The position is fundamental to provide superior social activity to the community and includes working closely with the residents, not-residents, and KWPM on-Site staff to facilitate this result. Strong interpersonal, customer service, planning and organizational skills are requited.  Below are some of the essential functions of the job;

• Planning, organizing, scheduling, coordinating and implementing all activities, programs and special events with the highest integrity.
• Planning events – acquiring entertainment, caterers, decorations or any other requirements necessary to conduct a successful event.
• Client consultation: Understand client needs goals, and event vision to develop a comprehensive plan.
• Venue selection: Research and book appropriate venue based on event size, budget, and desired atmosphere.
• Vendor management: Source and contract with vendors including caterers, entertainment, photographers, decorators, and transportation providers.
• Budgeting: Create and manage event budgets, tracking expenses and ensuring cost-effectiveness 
• Logistics coordination: Manage event logistics as guest list, seating arrangements, timelines, and event flow.
• Staff management: Assign and oversee event staff including setup crew, servers, and security personnel.
• Marketing and promotion: Develop marketing strategies to promote the event and drive attendance.
• Permits and compliance: Ensure adherence to local regulations and necessary permits for the event.
• On-site management: Oversee all aspects of the events on the day of addressing any issues that arise.
• Post-event analysis: Evaluate the event's success, gather feedback, and prepare post-event reports.
• Cuts checks for payment of services in a timely manner (instructors, entertainment, caterers, etc.).
• Builds a high level of involvement by members in all activities/special events.
• Coordinates special considerations for meeting rooms (ex: room settling, microphones, projection screen, etc.). Maintains a reservation calendar to verify availability of facility areas.
• Maintains a registration list for all activities/ classes/events.
• Initiates, designs and publishes a monthly newsletter.
• Evaluates and critiques activities, monthly.
• Flexible work schedule to be able to supervise activities and special events according to their planned day and time
• Takes photographs of classes/activities/special events, which are used on the website, and in-house television station to promote additional resident participation.
• Solicits information from the residents of their desires for specific activities and incorporates those into the schedule when feasible.
• Works with Community General Manager with preparing a budget and working within guidelines. Responsible for accurate accountability of all activity funds.
• Available to residents to answer questions, to consider new ideas and to respond to social activity needs.
• Proactive- Develop and propose solutions to problems and anticipate the needs of members.
• Interact with local organizations to network and promote the community.
• Communicate effectively with others, both orally and written.
• Representing the community with the utmost professionalism.
• Provide activities information for the website.
• Maintain in-house television station.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment will change frequently.  Will work in-doors and out-doors.  The environment will be busy and loud during events.  The physical location of the job during the events will be primarily on-site at the property.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 30 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures.   In this role you may be the only employee present to set up for an event.  You will need to be able to work alone and be able to set up tables, chairs, chair equipment, etc, by yourself.

Position Type/Expected Hours of Work

This is a full-time exempt position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5;30 p.m.  This schedule may change to accommodate the business needs of the property.

Travel

Travel will be part of the job.  The job will require to purchase or rent equipment and items for events on property.  Driving to and from the vendors may be necessary.

Required Education and Experience: Bachelor's degree in hospitality, event, management, business administration, or related field.

Prior experience in a related position.

• Minimum of 4 years experience in a social or recreational program
• Must possess effective written, verbal and non-verbal communication skills, creative, caring, able to work under stress.
• Must be able to plan, implement and evaluate an ongoing activity program.  Must be able to order and maintain the
• supplies necessary to support the activity program.  Must be able to work within a budget.

Required skills:

• Communication: Excellent verbal and written communication skills to interact with clients, vendors, and staff effectively.
• Organizational skills: Ability to manage multiple details, prioritize tasks, and maintain accurate records.
• Creativity: Develop unique event concepts and themes to align with client needs.
• Problem-solving: Quickly identify and resolve issues that may arise during event planned execution.
• Budgeting: Proficiency in budget management and financial planning.
• Project management: Ability to plan and execute complex projects within deadlines.
• Negotiation skills: Secure favorable contracts with vendors to optimize budges.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.