Event Production Manager

City of Grapevine Texas; Grapevine (TX); On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking a dynamic Events Manager to lead community events and activities. This role involves supervising staff, coordinating logistics, and ensuring successful event delivery. The ideal candidate will have a Bachelor's degree in recreation or event management and at least four years of supervisory experience. You'll be responsible for fiscal management, community engagement, and providing exceptional customer service. Join a dedicated team in a vibrant community where your creativity and leadership will shine as you bring exciting events to life.

Qualifications

• Bachelor’s degree in recreation or event management required.
• 4+ years of supervisory experience in parks and recreation or event production.

Responsibilities

• Oversees planning and execution of community events with a focus on safety.
• Manages staff and volunteers, ensuring excellent customer service.
• Develops budgets and monitors financial performance of events.

Skills

Technical production knowledge

Multi-tasking

Customer service

Communication skills

Organizational skills

Leadership

Education

Bachelor’s degree in recreation administration

Bachelor’s degree in event management

Bachelor’s degree in related field

Job description

Produces and implements community events and activities in a safe and efficient manner usually with a 6 to 12-month lead time. Responsible for supervising assigned staff in the planning, coordination, scheduling, logistics, and successful delivery of events, assigned or regularly scheduled programs, special event duties, projects, facility reservations, and activities. Oversees contractors, volunteer services, part-time, and full-time employees. In addition, provides oversight to Keep Grapevine Beautiful to include the Executive Director and Board of Directors. Responsible for proper fiscal management of events, developing and following the adopted budget.

1. Oversees implementation of all Parks and Recreation Department special events, communicates with other department personnel to inform them of activity involvement and anticipated assistance.
2. Creates, develops and implements community and regional events encompassing various programs, activities, etc. usually with a 6 to 12-month lead time prior to the event, informing the community through advertising and promotions, developing program participation, organizing department and city staff resources such as facility availability, multi-departmental participation and assistance, scheduling, supplies and equipment needs, allocating and scheduling current staff and hiring additional specialized staff, professional services and contractors as needed.
3. Identifies/analyzes event element requirements (e.g., technical production, food and beverage, ancillary programs, entertainment, risk management, décor, etc.)
4. Manages and maintains a qualified, friendly and professional staff using proper personnel procedures for recruiting, hiring, evaluating, disciplining, training, coaching, and scheduling. Reviews weekly timesheets and completes final payroll approval for the Special Event Division.
5. Selects, coordinates and monitors various professional services, contractors and contract instructors; approves and submits contractor and vendor invoices to finance for payment.
6. Monitors programs for participation, attendance and other performance indicators and reports findings to supervisor.
7. Continually provides exceptional customer service.
8. Provides various program and activity reports to the supervisor; audits and reconciles finances, determines event budget and tracks revenues and expenditures; makes final recommendations for additions or changes to community events.
9. Solicits potential sponsorships for various department special events.
10. Works with Marketing to identify and develop integrated marketing plan and promotional strategy; uses various media outlets, writes press releases, newsletters and makes presentations for promotion of events and programs.
11. Communicates with supervisor on departmental operations, project conditions, etc.
12. Meets with staff and details assigned projects, allocated time and expected results.
13. Responsible for the development and oversight of the Special Events Division with the assistance of supervisor.
14. Oversees the delivery of excellent guest service at special events and facility rentals by engaging and demonstrating a positive and friendly interaction with all patrons.
15. Works closely with contractors teaching programs at The Vine Arts and Events Center.
16. Oversight of Volunteer Services for the Parks and Recreation Department and supports other city departments as needed.
17. Provides oversight to Keep Grapevine Beautiful to include the Executive Director and Board of Directors.
18. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
19. Regular and timely attendance are required for this position.
20. Interacts professionally and respectfully with the public, coworkers, and others in the course of daily work.

SKILLS, KNOWLEDGE AND ABILITIES

• Must be familiar with various elements of technical production terms, tools, and resources.
• Must be able to multi-task, work under pressure, give direction, and make quick decisions.
• Must be able to work some evening and weekend hours.
• Must have knowledge of general office procedures.
• Ability to be creative in motivating employees and giving positive direction.
• Ability to provide excellent customer service, including a desire to help customers regardless of their circumstance.
• Ability to effectively communicate information and ideas in writing, as well as through speech, so others will understand.
• Ability to prioritize work and manage multiple tasks.
• Ability to work independently and with minimal supervision.
• Ability to effectively present information and respond to questions from staff, customers, and the general public.
• Requires excellent organizational and communication skills.
• Must be able to read, write, talk, hear, see, and sit.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS

Requires a Bachelor’s degree in recreation administration, leisure studies, event production, event management, production management, entertainment management, or related field plus a minimum of four years of supervisor and/or managerial experience in the parks and recreation, event production, or similar field or an equivalent combination of education, training, and/or experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Must pass a Federal/National criminal background check, credit check, and have a valid Texas driver's license with an acceptable driving record as defined by City policy.

Must pass a pre-employment basic physical, drug screen, and functional assessment screening (Level 1).

WORKING CONDITIONS

While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors. There will be some exposure to:

• Bright/dim light
• Dusts and pollen
• Extreme heat and/or cold
• Wet or humid conditions
• Extreme noise levels
• Animals/wildlife
• Vibration
• Traffic
• Moving machinery
• Electrical shock
• Heights
• Other extreme hazards not listed above

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job entails moderate physical labor, which requires strength and agility. While performing the duties of this job, the employee frequently is required to stand; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk and hear. The employee is occasionally required to sit and taste or smell. The employee must occasionally lift, shovel, and carry 20 to 50 pounds and exert up to 45 pounds of force. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.