Beaverton Arts Foundation – Patricia Reser Center for the Arts
Position Posting: Event Manager
FSLA Status: Exempt, full-time with benefits; occasional nights and weekends required.
Date of Posting: September 10, 2021
Full vaccination against COVID-19 is a prerequisite to employment. The Reser will consider exemptions for medical and religious reasons. Please contact The Reser via the email address below if you need assistance and access to the COVID-19 vaccine.
The Patricia Reser Center for the Arts (“The Reser”) is a nonprofit professional arts center currently under construction in downtown Beaverton, Oregon. Construction began in November 2019 and is scheduled to open to the public in early 2022. Immediately adjacent to City Hall, the facility will comprise a 550-seat Mainstage Theater, an art gallery, and meeting and rehearsal rooms.
The Reser is governed by the Board of Trustees of Beaverton Arts Foundation (doing business as Patricia Reser Center for the Arts), consisting of accomplished, respected, and dedicated community volunteers. In a successful public/private partnership with the City of Beaverton, they have brought The Reser to life.
The Reser will present national touring artists, local and regional performing arts organizations, visual arts exhibitions, arts education programs, and will serve as a social and cultural hub for Beaverton and its surrounding communities. For more information about the campaign to build the Patricia Reser Center for the Arts, please visit https://centerfortheartscampaign.org/
Although Beaverton Arts Foundation dates from 1999, The Reser itself is a relatively new organization and, by its nature, will pass through several distinct phases before it achieves a mature, operating state. Its current developmental phase is focused on near-term projects: completing construction, the installation of theatrical systems, staff development and training, inaugural planning and programming, and the creation of the policies and practices that will guide its future. This pre-opening phase will be accompanied by changes in the size and structure of the staff, the focus of job responsibilities, and the skills required for success. Adaptability and a personal commitment to The Reser’s mission are vital qualities for any employee in this environment. The Event Manager’s scope of responsibilities will evolve to meet the needs of The Reser as it progresses through various phases toward opening, taking its place as an active arts center and a vital community resource.
Please note that this position is being filled at an extraordinary moment, in which it will be necessary to work remotely for some indefinite period. The successful candidate will be confident both in their ability to fulfil the job responsibilities remotely for as long as necessary, and to transition to working in a new building with a fast-paced start-up environment.
ABOUT THE JOB
The Reser is seeking a skilled Event Manager to join our growing team prior to opening. This position offers the right person a rare opportunity to play a key role in the launch of a new arts organization, to help shape The Reser’s identity and policies for years to come and ensure the seamless integration of all elements of customer service. The Event Manager will play a central role in the financial success and community support of the organization by developing strong working relationships with clients. The Event Manager will also play a critical role in actualizing The Reser’s commitment to the principles of Equity, Diversity, and Inclusion.
The Event Manager reports directly to the Director of Production and Operations in a department that includes an Operations Manager and a Production Manager. In addition, this position will work closely with other departments, including Programming, Administration, Development, Front of House, and Marketing.
WHAT YOU’LL DO
The Event Manager is an important member of the team, responsible for coordinating the event plans for all events, serving as the main source of contact for clients. As the primary point person representing the venue, this person will facilitate The Reser’s success by maintaining a positive working relationship between the client and the venue. Task examples include managing the event calendar, scheduling events, assessing client needs, and coordinating those needs with the technical staff and house management. This position will be responsible for managing the contracts, billing, settlement, and collection follow-up for facilities rentals. This position will be responsible overseeing in-house food and beverage operations, scheduling part-time bartenders, purchasing and managing inventory, and managing catering relationships.
Responsibilities will begin with a pre-opening phase focused largely on developing and implementing standard operating procedures ahead of the Spring 2022 Grand Opening and inaugural season, building relationships with local clients, and developing strategies to reach potential clients.
Commensurate with the public opening of the facility and the achievement of the objectives listed above, the ongoing responsibilities of the Event Manager will include the following:
• Conduct tours for prospective clients; serve as the primary information source for clients regarding rates, policies and procedures, and space availability; utilize standard operating procedures (SOPs) for performances and catered events
• Make sales presentations to prospective clients and trade associations
• Maintain and update the calendar at the administrator level
• Research and gather information for events including the production rider, event files from previous events, and coordination with internal and external colleagues; gather the necessary information to ensure an effective booking decision and planning process
• Coordinate client needs with internal departments, including the Ticket Office, Marketing and Patron Services, Operations, and Production, using event manifests and weekly event meetings
• Coordinate events with external stakeholders including the City of Beaverton and third-party vendors including catering, housekeeping, and security
• Serve as Manager-on-Duty for select events, as appropriate
• Serve as the main point-of-contact for show settlements utilizing Venue Ops
• Follow-up with clients post-event to determine client satisfaction and lessons the organization can learn from the client’s experience
SKILLS AND EXPERIENCE NEEDED
• A combination of education and professional experience that convincingly demonstrate the candidate’s skills and ability to perform the tasks listed above at a professional level
• Experience in performing arts, preferably with a non-profit presenting organization or venue
• An unselfish team leader dedicated to the empowerment and success of colleagues; a builder of strong relationships, with the humility to work in the background when necessary
• Outstanding interpersonal, presentation, writing, and communication skills; the ability to articulate ideas clearly, spoken and written
• The energy and ability to balance the concurrent tasks necessary to the start-up phase of a new arts center; the ability to complete projects on time; the foresight to ask for help when needed, and a willingness to cross-train into other Operational areas
PREFERRED SKILLS AND EXPERIENCE
• Banquet and/or food and beverage experience
• Venue calendar experience with Ungerboeck or VenueOps
• General knowledge of backstage and front-of-house operations, and how those functions pertain to public performances and catered events
• Willingness to learn about the performing arts and artists from a variety of cultures and genres
• A talent for diplomacy; the ability to handle difficult interactions; a relentless commitment to customer service that is rooted in respect for every individual; strong self-awareness
WORKING ENVIRONMENT – ESSENTIAL PHYSICAL ABILITIES
About sixty percent of the principal responsibilities of this position are performed in a traditional office setting and do not typically involve equipment that poses a threat of injury. Forty percent of the job requires the ability to tour the facility and interact professionally with potential clients. The successful completion of duties relies on the following physical abilities: Sufficient (corrected or uncorrected) vision to read text of various sizes and perceive colors and shapes accurately. Sufficient clarity of speech and hearing to communicate effectively in person and on a telephone, to hear sounds within the normal range of conversation and in the context of crowd noise. Sufficient manual dexterity to operate office equipment. Sufficient personal mobility, strength, and reflexes to perform light work and to reach, stoop, bend, kneel, climb, and lift as much as 25 pounds. Must also be able to stand for extended periods of time without assistance. The physical abilities required for this position may be flexible and we encourage those who may require accommodation to apply.
COMPENSATION AND BENEFITS
An annual salary of $55,000 commensurate with experience. Benefits that include medical insurance, Flexible Spending Account, paid vacation, and matching 403(b) retirement plan contributions.
HOW TO APPLY
Interested and qualified applicants are encouraged to submit a resume, accompanied by a cover letter describing why this position is of interest and the personal and professional experience that has prepared them to be successful. All applications will be held in confidence. Initial review of applications will begin on or about September 20, 2021 and will continue until a pool of highly-qualified finalists has been identified. Applicants should submit materials as soon as possible. Applications received after October 10, 2021 may not be eligible for consideration.
All applications and/or inquiries should be sent via email only to:
Julie Bunker, Director of Production and Operations
MS Word or PDF attachments only, please
Subject Line: EVENT MANAGER application
No phone calls please.
File names of all resumes and attachments should include applicant’s last name
The Patricia Reser Center for the Arts is an equal opportunity, at-will employer, dedicated to the goal of creating a diverse and inclusive working environment. We strongly encourage applications from women, persons of color, and LGBTQ individuals. All qualified applications will receive consideration for employment without regard to age, race, color, religion, gender, gender expression, national origin, protected veteran status, marital status, sexual orientation, or any other characteristic protected by law.