Special Events Operations Manager

The Special Events Operations Manager is responsible for managing, coordinating, scheduling staff, and supervising special events. They will work with the various departments within CM to schedule, plan and execute special events always keeping the museum’s mission in mind. Provide an exceptional level of customer service to clients and staff.  This person must have a willingness to go above and beyond to exceed a client’s expectations. 

QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in hospitality, hotel, or event management.
• Or minimum of 5 years of event managerial experience, preferably in a similar client service setting, or event venue.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent customer service and communication skills required.
• Experience in personnel management and motivation is preferred.
• Previous event management or scheduling is required.
• Close attention to detail is critical to success.
• Must be efficient at multitasking in providing attention to client and staff needs.
• Familiar with personal computer software, including Microsoft Suite and databases.
• Knowledge of Event Software, a plus. 

PHYSICAL REQUIREMENTS:

• Ability to transport special event materials (weighing up to 30 pounds) that would otherwise require lifting and carrying.
• Must be able to perform job duties that would otherwise require stooping, bending, sitting, and standing for long periods of time.
• Must be able to work varied schedules including holidays, weekends, and evenings.  The schedule for this position is event driven and is based around when events happen.
• Flexible availability is a must.
• Ability to work in various locations and conditions.

PRINCIPAL ACCOUNTABILITIES:

• Work with internal colleagues, external vendors and clients on execution plan for the event. 
• Responsible for overseeing event communication process both internally and externally, which may encompass discussing process & procedures. 
• Responsible for communicating the events needs in the coordination meeting to discuss events. 
• Follow up on any issues clients report, with their direct supervisor after the event to ensure client satisfaction and to improve event management.
• Facilitate the events to ensure smooth operations and organize the activities of support staff for each event.
• Be present to supervise scheduled events to ensure the smooth operation and professionalism of support staff at each event, as needed. 
• Collaborate with Special Event Leadership on scheduling of Special Events staff.
• Manage and motivate staff, including direct reports, to provide a high level of customer service to clients. 
• Responsible for assisting with the event billing. 
• Reporting issues as they arise regarding event space appearance.
• Promotes other Carnegie Museums products and services.
• Displays courtesy, empathy, motivation, professionalism and sensitivity, at all times in dealing with the public.
• Projects the professional image and attitude following the mission statement of Carnegie Museums.
• Complete other projects, as requested.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.   

*GUIDANCE ON ESSENTIAL FUNCTIONS:   The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources. A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential. B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function. C. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential. D. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis. E. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential. F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential.  G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.