Assistant Director, Event Services
Job No: 498698
Work Type: Staff Full-Time
Location: Denver, CO
Categories: Events, Business Operations / Services, Admin / Executive / Office Support, Performing, Visual, & Creative Arts
The Robert and Judi Newman Center for the Performing Arts is a world-class, multi-venue performing arts center on the campus of the University of Denver, Home to the Lamont School of Music, The Newman Center hosts nearly 500 events annually. In addition to performances by Lamont students and faculty, the Newman Center is an in-demand performance venue for numerous rental clients
including the Denver Post Pen and Podium Series, Friends of Chamber Music, Denver Brass, Wonderbound Dance, Cleo Parker Robinson Dance, Urban League of Denver, The CELL and many others. The Newman Center also presents nationally touring performing arts groups through its acclaimed series, Newman Center Presents.
Position Summary
Reporting to the Director of Business & Operations, the Assistant Director of Event Services is responsible for successfully managing all rental events and coordinating the use of the Newman Center space. The Assistant Director oversees the rental client experience from inquiry to event financial reconciliation and ensures a quality, efficient experience for all. This position assists with the management of daily operations, supervises event employees, coordinates with other Newman Center staff areas (production services, ticketing, patron services, artistic operations, advancement, marketing), and provides input on the development and implementation of policies for these areas. The position is responsible for creating the annual external and internal event budgets and monthly forecasting, in collaboration with the Director of Business & Operations.
Essential Functions
Business Development and Revenue Generation
Responsible for managing the largest revenue generating department at the Newman Center, representing 60-70% of the division's annual earned revenue.
Actively pursues new business opportunities for the Newman Center in collaboration with the Executive Director and Marketing.
Identify and pursue relationships with new clients including promoters and commercial clients to generate revenue opportunities
Draft deal terms with clients for review by Executive Director
Budgetary and Financial
Provide information from scheduling software, historic trends and current prospective opportunities; draft budget for Event
Services operation in coordination with Director of Business Operations.
Event Management & Operations
Develop and maintain strong relationships with repeat clients, providing excellent customer service and attention to detail. Work with clients to suggest ways to design their events to best take advantage of the venues and other assets of the Newman Center and University.
Schedule and coordinate between all events that take place in NCPA, including external and university rental clients, the Newman Center Presents series, Lamont School of Music, and the DU Department of Theatre.
Oversee, create and implement policies and procedures for use of Newman Center venues by internal and external clients.
Ensure Event Services department returns phone calls and emails in a timely manner and provide potential clients with specific information relating to booking their event, i.e. available dates, rates and fees, insurance requirements, etc.
Supervise University and externally contracted event personnel in performing tasks necessary for the coordination, execution and settlement of commercial events.
Preside at production meetings with Newman Center staff and create open communication and cooperation with Lamont School of Music, Theatre Dept., Sodexo, Campus Safety, Risk Management, Facilities, Budget, and Custodial departments regarding scheduling and events. Provide updated reports for such meetings.
Supervise and manage high-profile events including but not limited to, Chancellor and Provost level events.
Request maintenance and repairs in common areas to maintain the appearance of the building
Review and update the Event Management Handbook on a regular basis; conduct event management training and advise on general event management for staff as needed
Identify best practices and trends in the industry and adapt Event Services procedures accordingly
Supervision and Leadership
1 full-time Event Manager
3 part-time Managers on Duty (direct supervision from Event Manager position)
Serve as a leader within the Division: model professionalism, effective communication and excellent customer service. This includes upholding elevated standards in terms of event execution and the reputation of the Newman Center.
Coach and develop staff to navigate challenging circumstances including conflict management and communication.
Contributes to the maintenance of good working relationships with all members of the University community, and other duties as assigned.
Proactively seeks professional development opportunities and be informed on best practices in the performing arts and event management industries
Knowledge, Skills, and Abilities
Ability to manage/supervise a large staff of part-time workers.
Excellent computer skills, including event management software; Microsoft Excel (arithmetic functions), Teams, Word, Outlook
Knowledge:
Industry Knowledge: Familiarity with the industry the company operates in, including market trends, competitors, and potential clients.
Sales and Marketing Principles: Knowledge of sales techniques, marketing strategies, and customer acquisition methods.
Business Acumen: Understanding of business principles such as profit margins, pricing strategies, and revenue generation.
Skills:
Communication Skills: Strong verbal and written communication skills to effectively convey ideas, negotiate deals, and build relationships with clients.
Networking Skills: Ability to establish and maintain relationships with clients, partners, and stakeholders.
Problem-Solving Skills: Capacity to identify challenges, propose solutions, and overcome obstacles in the business development process.
Strategic Thinking: Ability to think critically and develop strategic plans for business growth and expansion.
Time Management: Effective management of time and resources to prioritize tasks and meet deadlines.
Abilities:
Proactive Approach: Capacity to take initiative and drive business development activities independently.
Adaptability: Ability to adapt to changing market conditions, client needs, and Newman Center goals.
Team Collaboration: Capability to work collaboratively with cross-functional teams such as production, patron services, ticketing, marketing, and other stakeholders.
Preferred Knowledge, Skills and Abilities:
Certified Event Planner
Momentus software experience
25Live scheduling software
Experience in Higher Education
Experience with VIP clients and high-profile guests and/or donors
Required Qualifications
Bachelors degree or equivalent in Arts Administration or in related field, OR equivalent experience.
3-5 years coordinating and implementing large-scale public assembly events.
Two years of experience supervising professional staff
Preferred Qualifications
3-5 years direct experience working in show production, facilities or theatre operations: or equivalent combination of education and experience preferred. Previous experience and/or training in a venue.
Master's Degree or equivalent experience
5 years of experience managing events in an academic setting
Working Environment
Standard office environment.
Unexpected interruptions occur often and stress level is moderate to high.
Noise level is quiet to moderate.
Physical
