Private Events Coordinator

The mission of The Tobin Center for the Performing Arts, a non-profit arts organization, is to serve as San Antonios cultural arts center, driving meaningful change in the community through the arts by providing world class entertainment in state-of-the-art facilities, supporting the work of local performing arts organizations, and ensuring inclusive and accessible arts education and outreach programs to San Antonios diverse population.

To fulfill its mission, The Tobin Center established Tobin Entertainment LLC to generate additional financial support for Tobin Center programs and ensure quality arts entertainment is available to the public in performing arts centers and other venues throughout the United States.

Situated along the banks of the San Antonio River in the heart of the city, The Tobin Center for the Performing Arts transformed arts in San Antonio. Its stunning architecture, creative interior design and lighting, exceptional acoustics, and blockbuster talent from around the world attracts widely diverse audiences from San Antonio and the region.

The remarkable flexibility of the 1,750 seat H-E-B Performance Hall, with its distinctive flat-floor capability, opens the door for performances and events of almost any sort. The acoustics can be tuned to fit the performance and the physical set-up of the performance hall; and the sound insulation throughout The Tobin Center enables simultaneous use of the Performance Hall, the Studio Theater, and the River Walk Plaza.

Audiences can see and hear performers and performances of every kind at The Tobin Center for the Performing Arts.

The Tobin Center includes three venues:

The H-E-B Performance Hall is a 1,750-seat performance space with excellent sound capabilities, adjustable for both acoustic and amplified musical presentations. The main floor converts from traditional theater seating to a flat-floor concept capable of seating more than 600 for banquet or cabaret style events or up to 1,050 for a general admission standing-room event.

The Carlos Alvarez Studio Theater is a 300-seat studio theater with numerous flexible-seating options and arrangements.

The Will Naylor Smith River Walk Plaza is an exterior venue along San Antonios River Walk that is ideal for films, concerts, and events. The plaza can accommodate seating for 600 people and includes a state-of-the-art 32-foot video wall.

Tobin Entertainment LLC., the off-site tour and promotion division of The Tobin Center for the Performing Arts, was created to generate additional financial support to drive meaningful change in San Antonio through Resident Companies, Generation Next, and diverse community outreach.

Tobin Entertainment partners with performing arts centers and other venues all over the United States to bring quality entertainment to the public. Tobin Entertainment LLC currently operates in 70 cities in 29 states nationally.

The Private Events Coordinator will work closely with the Programming Manager and the Director of Catering to oversee and coordinate all private events at The Tobin Center. This role is responsible for managing both short- and long-term planning of events, providing leadership from the initial inquiry to the final invoicing stage. The coordinator will ensure seamless execution and client satisfaction throughout the entire event lifecycle.

Serve as the primary point of contact for the venue for all private event inquiries and contracted events.

Respond promptly to emails, phone calls, and online inquiries, providing accurate information on venue availability, pricing, and event package options.

In conjunction with Tobin Catering, schedule and lead venue tours for prospective clients, offering insight into venue capabilities and event possibilities.

Collaborate closely with clients to understand their event vision, preferences, and requirements.

Assist in tailoring event packages to meet client needs, ensuring smooth coordination with internal departments for logistics.

Maintain clear, consistent communication with clients throughout the planning process, ensuring they are informed and supported at each stage.

Oversee event execution on the day-of, from load-in to event conclusion, ensuring flawless delivery and a high level of client satisfaction.

Follow up with clients and vendors post-event to gather feedback, identify successes, and suggest improvements for future events.

Stay informed on industry trends and innovations, making recommendations for enhancing venue offerings and service quality.

Manage short- and long-term event planning, tracking all reservations and associated event details.

Develop comprehensive event timelines and schedules, coordinating with internal teams on logistics, setup, dcor, and layout.

Create and manage event budgets, tracking expenses to ensure adherence to allocated limits.

Ensure that all event details are accurately recorded and accessible in the booking system, maintaining organized event files for cross-departmental use.

Draft and manage event contracts, invoices, and payment schedules in collaboration with finance, production, operations, catering, and front-of-house teams.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Exceptional organizational and time management skills, with the ability to manage multiple tasks simultaneously.

Excellent written and verbal communication skills, with a focus on customer service and client relations.

Ability to work effectively under pressure in a fast-paced environment.

Strong problem-solving abilities with a proactive, creative approach to challenges.

Proficiency in event planning software, with familiarity in Prismm and Momentus considered a plus.

Experience in event budgeting and client relationship management.

A passion for creating memorable, successful events and a commitment to providing outstanding customer service.

Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience. Theater/entertainment field a plus. Collaborative personality who is a team player.

To perform the job successfully, an individual should demonstrate the following competencies:

1. Customer Focus - Incumbents interaction with internal and external customers. Requires putting yourself in the customers place, anticipating and meeting needs quickly and accurately. It also means following up and monitoring situation to be sure the customer is satisfied.

2. Representation of The Center Contributes to and promotes a positive image of the Tobin throughout all areas of responsibility.

3. Job Knowledge Understands the duties, methods and procedures required by the job.

4. Teamwork Ability to interact and develop relationships with co-workers, give and receive constructive input, contribute ideas and viewpoints, adapt to changing circumstances and expectations and commitment to understand and remedy interpersonal conflicts.

5. Communication Commitment to employing and promoting effective written/verbal communication as well as attention to content and process, and positive communication with staff, vendors, patrons, and external customers.

6. Management of Resources - Ability to use time, money, technology and people as efficiently and effectively as possible. Makes suggestions to improve the resources that pertain to incumbent job responsibilities.

7. Technical Knowledge Individuals ability to demonstrate the specific skills necessary to the position using procedures, tools and equipment necessary to accomplish work.

8. Dependability & Time Management Organizes work well and uses time effectively; attendance & punctuality fall within standards. Takes responsibility for actions and accepts responsibility for mistakes. Follows through on assignments despite setbacks; shifts priorities when necessary.

9. Initiative Level of interest in role development, degree of motivation, and willingness to improve performance and increase job knowledge.

Indoor and outdoor events. Regular work hours that will frequently include evenings and weekends. Exposure to computer screens.

Ability to operate assigned office equipment and to adhere to all safety guidelines.

Standing, walking, sitting for prolonged periods of time; reaching, stooping, bending, kneeling, navigating stairs, hand and finger dexterity, clear speech, hearing / listening.

Clarity of vision with the ability to bring objects into sharp focus; color perception.

Intense concentration over extended periods of time that can include frequent interruptions for questions and advice. Stress associated with competing priorities and time deadlines is occasionally an element of this position which must be recognized and successfully managed.

Ability to lift up to 30 pounds.

Ability to maintain confidentiality and discretion.

Machines, Tools, Equipment and Work Aids: Representative but not all inclusive of those commonly associated with this position are computer, printer, copier, hand radio, and telephone.

Communication:

An Application for Employment must be filled out in order to be considered for employment. The Tobin Center Application may be found at www.tobincenter.org under the About tab. Please send an availability schedule and resume in addition to your application.