Event Services Manager
Job Details
Gaillard Center - CHARLESTON, SC
Full Time

Title:                      Event Services Manager

Reports to:         Director of Event Services

Location:             Downtown Charleston, South Carolina

Type:                     Full-Time, Hourly, Non-Exempt. Evening and weekend hours will be required.

 

Organizations Background

 

The Charleston Gaillard Center's mission is to inspire our dynamic community through the power of the performing arts. We seek to enrich the diverse community of Charleston and the surrounding tri-county region with artistic and cultural experiences that are accessible, unique, relevant, and serve as educational resources for generations to come.

The Charleston Gaillard Center consists of an 1,800-seat world-class performance hall and 16,000 square feet of spacious exhibit and meeting space, along with offices and public spaces. The Charleston Gaillard Management Corporation, doing business as the Charleston Gaillard Center, is a non-profit 501c3 organization responsible for managing the facility. For more information about the Charleston Gaillard Center, please visit http://www.gaillardcenter.org.

 

Position Summary

The Event Services Manager (ESM) is responsible for detailing and coordinating 70+ shows, performances and special events held in the Performance Hall and Exhibition Hall each year at the Gaillard Center.  The ESM works closely with the Technical Director, Facility Manager, Venue Sales Coordinator and the Food and Beverage General Manager to ensure all details of each booked event are organized carefully in advance and successfully managed on the day of the event. Primary events include the GMC Presents series, full-facility and corporate rentals, and other performance hall rentals. Responsibilities range from contract execution, to staff management and scheduling, to overall facility and logistics coordination for each event.


Responsibilities

  • Manages and schedule the volunteer usher corps and front of house staff.
  • Works with the Director of Event Services to schedule tour advance calls, and fulfil front of house, security, parking, and catering needs of each event as needed.
  • Interface with tour personnel and clients on arrival to ensure all needs are met.
  • Get to know both the users and the vendors of the Center, including their names and parent organizations, in order to establish good long-term relations and provide a sense of familiarity.
  • Work closely with the Director of Event Services on all shows and events in the Performance Hall and Exhibition Hall. Examples of assigned special events are; multi-day conferences, vendor trade shows, corporate galas, etc.
  • Responsible for conducting tours and scheduling meetings as necessary to ensure success, and working closely with clients to help plan, execute, and detail their event.
  • A strong understanding of Gaillard event spaces, operational capabilities, restrictions, and costs is critical, along with the ability to clearly and concisely explain these elements to a client.
  • Coordinate with the Event Services Assistant on all details and disseminate them to a large staff of people to ensure schedules and other logistics are coordinated effectively.
  • Work in conjunction with the rest if the Event Services team in planning and executing full facility events.
  • Responsible for coordination of technical needs, furniture needs, generating event flow and timelines, setup and labor needs and management, working to schedule resources from internal and external sources, and working with catering staff.
  • Responsible for coordination and management of the volunteer usher corps and front of house staff.
  • Oversee the training and staffing of Event Supervisors to manage each event.  
  • Act as an on the ground supervisor filling in for Event Supervisors when necessary.
  • May act as on-site supervisor from event setup through event teardown to ensure complex or critical events go well.
  • Assist Director of Event Services in the creation and implementation of budget including labor, supplies, and vendor costs.
  • Additional responsibilities may be assigned as needed. Nights, weekends, and long hours will be required based on the needs of various events.

 

Required Qualifications

  • A minimum of a four-year degree in a related field or an equivalent combination of education and experience is required.
  • A strong understanding of the processes involved with planning and executing stage and special events in a multi-functional environment.
  • Experience managing large groups of people, with special consideration given to those who have successfully managed part-time and volunteer workers.
  • Strong attention to detail, a customer-service first philosophy, a willingness to find solutions to challenges, and a teamwork approach in the work environment.
  • Ability to communicate with people confidently at all levels not limited to users, vendors, and colleagues while remaining composed in difficult situations.
  • Welcoming and supportive of a diverse group of users regardless of race, sex, color, creed, religion, nationality, or sexual orientation.
  • Proficient knowledge of computer and software skills including, but not limited to Windows, Mac OS X, Microsoft Office Suite, Adobe PDF, and Google Workspace and the ability to format documents quickly and accurately in MS Office programs and Workspace.

 

Preferred Qualifications

  • Experience working in the performing arts and/or special events.
  • The ability to successfully, calmly and clearly manage large groups of people, such as volunteers and part-time staff with limited experience.
  • A familiarity with audio/visual equipment and technical services.
  • A willingness to be flexible in an ever-changing environment and act as a true team player.
  • Ability to quickly learn new systems, tools and processes.
  • Highly organized with attention to detail.
  • Drive for results and commitment to timeliness.
  • Knowledge and ability to proofread accurately for both spelling and grammar.
  • A customer-service mentality with a dedication to supporting and sustaining happy clients.

 

Physical Requirements

  • Ability to move, transport and/or position up to 35 lbs of various equipment and materials.
  • Using tools of the trade and accessing remote locations of the building.
  • Activities may require sustained periods of movement, traversing, and positioning to meet facility and event demands.
  • Work may include prolonged periods of sitting, typing, or looking at a computer screen.

 

Benefits

The Gaillard Center provides a competitive benefit package that includes:

  • Fully paid medical insurance at the employee level
  • Optional vision, dental, life, and disability insurance
  • 4 weeks of paid time off, accrued annually
  • 403(b) with up to a 4% company match
  • Free and/or discounted tickets to performances
  • Employer paid parking

 

The Gaillard is an equal opportunity employer. Advancing diversity, equity, and inclusion within the Gaillard is critical to our mission. To be a leading performing arts center in the Southeast, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging. For us, equity means that our staff members, our patrons, and our clients can experience the transformative power of the arts, no matter their starting place.

 

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