| THE SPENCE SCHOOL Position: Director of Event Services FLSA Status: Exempt Reports to: Director of Finance and Operations Start Date: July 1, 2022 Hours worked: Full-time M-F, 12 months, Flexible schedule as needed Office Location: Upper/Middle School, 22 East 91 Street, New York, NY 10128 Position Summary
The Director of Event Services oversees the execution of events and manages all aspects of event administration, relevant operations staffing, space scheduling, community relationships, vendor relationships, and logistics related to internal and external events as well as facilities rentals at The Spence School. This position will coordinate with all constituents related to events (parents, faculty, staff, leadership, renters, vendors), to ensure an excellent experience as well as a highly coordinated and organized implementation of event support. The Director of Event Services reports directly to the Director of Finance and Operations, serves as major liaison with the Parents' Association, and coordinates closely with the Head's Office, Admissions, Facilities, Food Services, Campus Safety, Communications and Development departments, IT, and renters in the planning, production, staffing, and management of all events. This position will take the lead in planning for certain annual events such as Commencement, school benefits, and provide logistical support for other events. Event Booking & Management
- Administer the operation, availability and use of space/event management system (EMS).
- Coordinate room/space scheduling for all events on the calendar, in collaboration with Communications Manager
- Coordinate and supervise, and in some cases, create and revise room layout and setup activities for both internal and external events
Staffing and Vendor Oversight
- Liaise with all internal and external event holders (Head's Office, Admissions, Development, Parents' Association, etc.) to identify their event needs and support as needed
- Specify event staffing/furniture/equipment requirements and supervise scheduling of such for both internal and external events
- Coordinate with AV and Theater operations teams as necessary
- Serve as liaison with school vendors on event-related matters
- Manage the participation of internal service providers in the areas of catering, appropriate decor, equipment, signage, security, maintenance support, etc.
Day-of Event Management
- Provide on-site management support for program operations, as required
- Assist with managing on-site production and clean up for events as necessary
- Proactively handle any arising issues and troubleshoot any emerging problems on event day
Outside Rentals Management
- Manage requests and negotiations for space contracts and booking of event space (LS, US/MS, and 412 Buildings (non-squash related events)
- Execute rental contracts and agreements, manage and document associated check requests, invoicing and reporting
Administration
- Develop and maintain event budgets, track expenses for major school events
- Ensure event compliance with insurance, legal, contractual agreements, health and safety obligations
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