Operations Specialist (Event & Festival Planning)

Operations Specialist

MISSION

Collaborate between the Sixthman teams and Cruise Line(s) in order to prepare, advance and execute the onsite operation of Company events with the goal of providing a world-class experience for guests and artists.

DESCRIPTORS

Liaison, Strategy, Collaborate, Proactive, Organize, Track, Communicate

RESPONSIBILITIES

EVENT responsibilities:

o    Build out and advance all necessary pieces for 4-6 events per year, including event schedules, minute-by-minute action plans that outline the details of the event by department, and all activity information, from run of show to supplies, branding packages, and staffing schedules

o    Serve as an operations and logistical reference for the team in the earliest stages of event planning. Research the promises made to the guests/client/partner and assess feasibility of how they can be executed

o    Manage the 12 month cycle of each event calendar in order to meet all cruise line (and resorts where needed) deadlines (120, 90, 60, 45, 30 day) so we meet or exceed all milestones for design, sponsors, F&B, activities, etc.

o    Act as primary operational contact for activations as assigned (For example, Sponsorship or Charity)

o    Coordinate needs of Auxiliary Talent (including Tattoo, Face Painting, etc.) to ensure each team is provided the necessary support pre- and during the event. Recommend updates to the standard procedures, to continually improve and streamline

o    Organize all aspects of event staffing including defining roles, assigning scheduling, training and communicating with 30 contract staff in order to align and optimize staff’s skill sets across multiple activities

o    Lead advance meetings with ship leadership teams to communicate and discuss all event details to ensure understanding and cooperation by all parties necessary for successful execution of the event.

o    Additional projects and duties as assigned

DEPARTMENT responsibilities:

o    Keep up to date and follow all cruise line and internal Sixthman policies and procedures and make recommendations as needed

o    Act as primary operational contact for Norwegian shoreside departments as assigned by Operations Manager (For example, Onboard Revenue departments)

o    Identify, recommend, develop and implement process and procedure improvements to support scalability of growth of the company with focus on increased efficiency, accuracy, and cost effectiveness as well as enhancing guest and artist experience

o    Update and maintain Tour Manager documents including the global memo, business rules, room reassignments and furniture moves, as assigned by Operations Manager

o    Multi-task to run concurrent projects and prioritize and optimize overall workflow, knowing that each event will be in a different stage of lifecycle

o    Assist in the building and maintenance of training tools for the Tour Managers and Operations Team with Operations Manager

SAILING responsibilities:

o    Manage the overall execution of the event by collaborating closely with the event team and ship/resort, and monitoring the execution of all event activities, venues, shows, and hotel operations to address and troubleshoot any issues as they arise

o    As Tour Manager, liaise with shipboard or resort Management and Sixthman team to maintain open communication and collaboration during the event

o    Liaise with Community Managers, Merchandise & Logistics, Event Managers, and Artist Relations to manage the event needs

o    Mobilize and lead onsite team for execution of the event. Act as an onsite conduit between the ship team and the onsite Sixthman team to maintain open communication and collaboration during the event and manage event needs in real time.

o    Lead daily onsite meetings with ship leadership and event team regarding any changes, additions, requests, or other issues, as needed

o    Assist with the planning of transportation, loading, set-up, storage, break-down, and offload of all necessary equipment, supplies, branding and other collateral materials.

o    Attend several of the Company’s events annually, and perform various duties onsite which could include, -Tour Manager, Tour Manager Assist, Activities Manager or as the point person on a special activation (Meet & Greet, Charity Dinner, etc.) with goal of providing world class experience to guests, artists and partners

 QUALIFICATIONS AND EXPERIENCE

·       Bachelor’s degree required (or equivalent experience)

·       3 years of relevant experience

·       Experience in event planning preferred

·       Must have strong verbal, written and interpersonal skills

·       Ability to manage one’s own time and the time of others

·       Excellent organization skills

·       Ability to work under pressure and adapt to changes or challenges

·       Problem solving abilities

·       Detail oriented with high accuracy

·       Computer proficiency (Email, Word, and Excel skills)

DISCUSSIONS YOU LEAD

Responsible for leading conversations with the Cruise Line shoreside & shipboard, and Resort Management teams, Production Manager etc. on the company’s most complex events. You serve as a primary interface focusing on smooth processes and tangible impact.

 WHO LEADS YOU

Supervisor of Operations