What are the responsibilities and job description for the Cana Ballroom Assistant Manager position at St. Peter The Apostle Church?
Description
Position Title: Cana Ballroom Assistant Manager
FLSA Status: Exempt, Full-time
Hours: Variable, generally Monday through Friday, 8a - 5p, with some nights and weekends as necessary
Supervisor: Cana Ballroom Manager
Location: St. Peter the Apostle Catholic Church, 202 W. Kronkosky, Boerne, TX 78006
Full-Time Benefits may include:
• Paid Holidays/Holy Days (vary by location)
• 403b Retirement
• 401 (a) Pension Plan
• Medical, Dental, Vision, Life
• Employee Assistance Program
• Short-term/Long-term Disability
I. Position Purpose: In conjunction with the Cana Ballroom Manager, this position is responsible for the management of events in the Cana Ballroom and the gym. The Cana Ballroom is the largest and most premier venue in Boerne and the surrounding area. This position requires the person to be the “public face” of St. Peter’s through interaction and involvement in the Parish and community.
II. Essential Functions:
1) Work with clients and parish staff/volunteers to coordinate all Cana Ballroom and Gym events, meetings, and receptions based on the needs and goals of each client.
a. Secure dates within Parish calendar, provide contracts, rules and regulations, and process client payments for use of The Cana Ballroom and Activity Center.
b. Manage linen set-up, or ensure usage of St. Peter’s inventory or coordinate with scheduled vendor.
c. For parish events, ensure proper kitchen training is provided and paper goods and serving supply is adequate.
2) Professionally advise and assist clients with vendor logistics/delivery timeline and plan layout/set-up of the facility for professional and high quality execution of events hosted in The Cana Ballroom and gym/ Activity Center.
3) Act as point person, or assign staffing, for clients and vendors during an event and uphold policies and timelines for each event in relation to the facility. This includes taking incoming calls and responding to emails.
4) In conjunction with Cana Ballroom Manager, hire, train and lead and supervise Cana Ballroom Attendants.
5) Problem-solve on-the-fly as needed to ensure smooth and satisfactory resolution of unexpected situations during events.
6) Conduct after-event evaluations to maintain and improve quality, efficiency and client satisfaction.
7) Oversee inventories of rental properties and paper goods for The Cana Ballroom and Activity Center.
8) Manage cleaning of facilities for Events and coordinate efforts through Facility Manager and cleaning vendor.
9) Provide monthly activity reports to include:
a) Calendar of Bookings
b) Revenue Forecast by Month through end of Fiscal Year
c) Marketing and Sales Activity
d) Current Client List for Pending Events, such as Weddings, Business Events & Parishioners
III. Work Hours
The work week is flexible and based on the needs of the business, though it is a full-time position. The position requires a willingness and flexibility in work hours when necessary to fulfill job responsibilities. The employee is subject to personnel policies and procedures prescribed for all personnel by the Archdiocese of San Antonio. Because of special events and the need to work alternate hours based on the needs of the client the work schedule may vary.
Requirements
I. Basic Qualifications
The position reports to the Cana Ballroom Manager but must often work autonomously and requires a lot of discipline and excellent work ethic and organizational skills to successfully manage such a large venue. The person hired for this position must have a strong commitment to the mission of St. Peter the Apostle Catholic Church and be in full communion with the Catholic Church. Must have good communications skills, verbal and written. Excellent & proven public relations skills, problem solver with attention to detail. The person must exercise courtesy to fellow employees, parishioners and the general public. Must be able to plan and organize work effectively and efficiently. This person must be able to maintain confidentiality while working collaboratively in a team environment. Effective writing and communications skills required. Must be able to create and write correspondence on behalf of the Church independently Proficiency in Microsoft Products, including Word, Outlook and Excel a must. Knowledge of computer technology is required. Must successfully pass a background and criminal history. Must have a clean, neat appearance and professional demeanor.
II. Education and Experience
1. Minimum three years’ experience successfully managing event marketing and execution in a high volume, fast-paced environment.
2. High school graduate, some college preferred.
3. Must be willing to work flexible hours, including evenings and weekends, when needed.
This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.
The Archdiocese of San Antonio is an Equal Opportunity Employer.
