Special Events Manager

Job Description: Special Events Manager

Waterfront Botanical Gardens

Reports To: Director of Marketing

Status: Full-Time

Classification: Exempt

About Us

Waterfront Botanical Gardens (WBG) is a vibrant and inclusive nonprofit organization devoted to connecting individuals with the splendor of the botanical world. Located in Louisville, Kentucky, WBG opened in 2019 and has developed approximately four of 23 total acres, which showcase a diverse array of plant collections and offer a peaceful urban oasis for visitors. At WBG, we are dedicated to providing exceptional educational experiences, fostering a deeper appreciation and understanding of plants, and contributing to a greener, more sustainable future for our community.

Role Summary

The Special Events Manager at WBG is a leadership role that oversees and orchestrates the coordination and logistics of both Facility Rentals and WBG Special Events. This role entails managing a team of two Special Events Coordinators, ensuring seamless event execution, effective client and vendor communication, meticulous event planning, and efficient budget management. As a frontline, public-facing member of the team, the Special Events Manager is instrumental in positively representing the Gardens to new and returning guests. Reporting to the Director of Marketing, the Special Events Manager plays a crucial role in delivering outstanding event experiences, maintaining vendor relationships, and upholding the mission and objectives of Waterfront Botanical Gardens.

Essential Duties and Responsibilities

• Event Coordination:

• Oversee the Facility Rentals coordination, including initial inquiries, drafting and administering contracts, managing payment schedules, and maintaining vendor lists and contracts.

• Coordinate prospective client site visits, confirmed client walkthroughs, and manage the events calendar to ensure optimal utilization of WBG facilities.

• Act as the primary point of contact for clients, staff, and vendors, ensuring exceptional customer service and adherence to policies outlined in rental/vendor contracts.

• Manage the setup and flipping of event spaces to meet client requirements and ensure event success.

• Communicate regularly with the events and facilities team, event vendors, and deliveries to ensure effective coordination and timely execution of events.

• Team Management:

• Supervise and lead a team of Special Events Coordinators, providing guidance, mentorship, and performance evaluations.

• Collaborate with the Special Events Coordinators to ensure successful event planning and execution.

• Foster a cohesive and supportive team environment, promoting teamwork and excellence.

• Documentation and Administration:

• Complete required documentation for internal and external events, including contracts, payment schedules, and event specifications.

• Maintain accurate and up-to-date records of client interactions, contracts, and event details.

• Collaborate with the Special Events Coordinators to ensure all necessary documentation is properly executed and organized.

• Facilities Management:

• Collaborate with the Facilities Manager & Coordinator [1] to maintain equipment, furniture, and the physical space at WBG, ensuring a safe, clean, and functional environment.

• Assist in the setup and removal of furniture for events as needed, ensuring proper arrangement and adherence to event requirements.

• Ensure that the grounds are safe and clean for guests during events and promptly returned to their best condition following events.

• Budget Management:

• Assist in the development of event budgets, monitor expenditures, and report progress to the Director of Marketing.

• Ensure cost-effective event planning and resource allocation to meet financial goals.

• Additional Responsibilities:

• Respond to and manage photography session inquiries to ensure WBG rules and regulations are followed, as well as space and time availability on the Gardens plaza.

• Stay trained and up to date on all emergency procedures to ensure the safety of guests and staff during events.

• Assist in other projects or duties as assigned to support the overall mission and goals of WBG.

Qualifications and Experience

• Bachelor's degree in a relevant field is preferred.

• 4 years of experience in event coordination, with at least 2 years in a leadership role.

• Strong ability to collaborate and communicate with staff, vendors, and volunteers.

• Exceptional interpersonal skills to present a positive image of the organization and effectively engage with the community.

• Efficient and productive work style, utilizing limited resources effectively and maximizing productivity.

• Proficiency in Microsoft Office programs and general computer skills.

• Possession of a valid driver's license and an insurable driving record.

Supervisory Responsibilities

This position may have supervisory responsibilities.

Physical Demands

• Must have the ability to stand, walk, sit, use hands to handle objects, reach, climb, balance, and talk or hear frequently throughout the workday.

• May occasionally be required to stoop, kneel, crouch, or crawl as necessary for event setup and coordination.

• Should be able to lift and move objects weighing up to 25 pounds to assist with event materials and equipment.

• Must have sufficient vision abilities, including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus, to perform tasks and navigate event spaces effectively.

Work Environment

• Must be willing to work flexible hours, including evenings, holidays, and weekends as requested, to accommodate special events and meet organizational needs.

• Ability to meet required work hours and deadlines to ensure timely completion of tasks and event preparations.

• The role may involve exposure to varying work environments, including indoor and outdoor settings, and may be subject to environmental factors such as changing weather conditions, temperature fluctuations, and noise levels, while performing essential job functions.

The job description outlined above provides a general overview of the role's nature and level of work. It is not intended to encompass every responsibility, duty, or required skill associated with the position. This job description does not create a contractual agreement and does not modify the at-will employment relationship between the employee and the employer. The organization reserves the right to revise, modify, or amend any aspect of this job description as necessary and at its discretion.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Evenings as needed
• Evening shift
• Extended hours
• Holidays
• Nights as needed
• Weekends as needed

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Louisville, KY 40206 (Required)

Work Location: In person

Salary : $50,000 - $55,000