Event Services Manager

The Henry Ford; Dearborn (MI); On-site; USD 40,000 - 70,000; Full time

Job summary

Join a dynamic team at a renowned cultural destination, where you will play a pivotal role in planning and executing memorable events. As an Event Services Manager, you will collaborate closely with clients to understand their needs and deliver exceptional experiences that reflect the organization's high standards. Your expertise in event planning and customer service will be essential as you manage all aspects of events, from budgeting to vendor negotiations. This is a unique opportunity to contribute to a legacy of innovation and creativity while working in a supportive and inclusive environment that values diversity and collaboration.

Qualifications

• 2+ years of experience in Event Planning or Hospitality Management.
• Proficiency in Microsoft Office and event management software.

Responsibilities

• Plan and manage events, ensuring all details meet organizational standards.
• Serve as the primary contact for clients, ensuring satisfaction and clear communication.

Skills

Project Management

Event Planning

Customer Service

Communication Skills

Problem Solving

Education

2-4 years of college education

Experience in Hospitality Management

Tools

Infor SCS

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

The Henry Ford is a nonprofit organization, an internationally recognized cultural destination, and a one-of-a-kind workplace. The Henry Ford provides unique educational experiences based on authentic objects, stories, and lives from America's traditions of ingenuity, resourcefulness and innovation. Our purpose is to inspire people to learn from these traditions to help shape a better future. Our team is inspired daily by one another as well as the authentic stories of innovation that we share across our four venues. We want you to be part of this legacy and take it forward and that aligns with our core values of being Curious, Authentic, and Passionate.

The Group & Event Sales team have an Event Services Manager opening. This position is responsible for planning events and managing events details as assigned by the Sales Manager. This role involves gaining a comprehensive understanding of clients’ needs, budgets, and event objectives, and applying best resources, products and facilities available at The Henry Ford. The Event Services Manager will leverage high quality customer service practices, sales tools (including CRM/planning software), and standardized event checklist to ensure the successful execution of events.

Key responsibilities include ensuring all event planning and details are accurately confirmed to meet The Henry Ford standards and communicated in the Event Orders and Diagrams, managing deposits and payments, and assisting sales managers as needed. The Event Service Manager will collaborate closely with leadership, the sales team, and clients to maximize operational excellence, high guest satisfaction and earned revenue while reporting directly to the Senior Sales Manager of Professional Events.

Essential Responsibilities

• Evaluate client needs and creatively direct them to suitable menus, programs, setups, and experiences that align with both the customer's expectations and The Henry Ford's standards
• Work within the client's budget while ensuring the minimum requirements set by The Henry Ford event standards
• Serve as the primary point of contact for event clients, ensuring clear communication and prompt response to inquiries
• Work with clients to customize event details, negotiate contracts, and manage any changes or updates
• Ensure client satisfaction throughout the planning process and post-event follow-up
• Support Event Sales Managers during the booking process that includes consistent follow up, securing event date and facilities, conducting site tours, preparing proposals, confirmation booking agreements, and managing deposits
• Maintain an organized and up-to-date Infor SCS system and hard files for client information, billing, payment processes, planning notes, and all event-related details
• Participate in internal meetings, using scheduling tools to share critical event information and ensure smooth coordination within the team
• Attend a variety of events coordinated by self and peers, greet clients and guests, facilitate transition to operations and provide recommendations for improvements and assist as needed
• Contact internal and external vendors, negotiate services, and ensure all vendor needs are met
• Recommend service providers to the Team Leader and stay current with industry standards and trends to ensure the best service offerings for events
• Contribute to solving problems and seizing opportunities, working collaboratively with the team to enhance event management
• Provide operational guidance to team members, ensuring efficient processes and effective client interactions, while promoting a collaborative work environment
• Act as a supportive team player, offering expertise and assistance to colleagues as needed to achieve team objectives
• Perform additional tasks as required, ensuring all aspects of event services are managed effectively

Your Qualifications

• 2-4 years of college education preferred OR a minimum of 2 years’ experience in Hospitality Management, Event Planning, or related field preferred
• Experience working with a variety of private event types, from corporate functions to large public events preferred
• Proficiency in Word, Outlook, Excel and database software required
• Must be willing to work flexible hours, including required evenings, weekends and holidays

Special Skills & Abilities

• Excellent project management skills, including experience with event planning software and tools
• Ability to work creatively with the public and high-level clients as well as all levels of management
• Exceptional communication and interpersonal skills, with the ability to work effectively with diverse groups of people
• Ability to multi-task and manage competing priorities in a fast-paced environment with proven leadership ability
• Demonstrates meticulous attention to detail and accuracy, ensuring all event documentation and processes are thorough, precise, and error-free
• Strong problem-solving abilities, able to identify challenges and implement effective solutions quickly to ensure event success
• Self-starter with the ability to work independently and a high level of motivation
• Ability to learn and efficiently use the Infor SCS event management system
• Data entry precision, with a preferred speed of 50 wpm

Please note that this job description is subject to modifications at any time to meet the evolving requirements of our institution.

Respect, inclusion, and opportunity for people of all backgrounds will attract the best ideas to THF and help us shape a more vibrant future. By honoring and celebrating people’s diversity, THF can bring new creativity, effectiveness, and leadership to our work and community. Achieving diversity, equity, inclusion, and accessibility is a continuous process, which, we believe, will contribute to a sustainable and inclusive world. Therefore, we strongly encourage applications from individuals who identify with or belong to marginalized communities.
It is the policy of The Henry Ford to prohibit discrimination in any employment, donor or volunteering opportunity including but not limited to based on race, color, sex, sexual orientation, gender, gender identity/expression, genetic information, pregnancy, religious creed, national origin, ancestry, age, physical/mental disability or any other such characteristic protected by federal, state or local law. This Policy applies to all of our employees, donors and volunteers to ensure that they are treated without discrimination.