Senior Director, Event Booking & External Relations

Montana State University; Bozeman, Northern (MT, KY); Hybrid; USD 85,000 - 120,000; Full time

Job summary

Montana State University’s Sports Facilities department seeks an Associate Director – External Relations to manage externally facing functions across multiple high-profile venues and events. You will lead booking negotiations, contracts, and event estimates while guiding event management and guest services teams.

The role requires a Bachelor's degree in a relevant field with substantial event-management experience, strong negotiation skills, and proficiency in scheduling and office software.

Qualifications

• Bachelor’s degree in Business Administration/Management, Facilities Management/Operations or Sports Management plus substantial experience in the daily management of events or an equivalent combination of relevant education and experience.
• Familiarity with the booking, negotiating, and contracting of live entertainment events.
• Proficient computer experience utilizing a variety of software packages.
• Progressively responsible experience supervising and leading teams.

Responsibilities

• The Associate Director – External Relations manages and provides oversight of the externally facing functions for all venues and areas that fall under the span of control of Sports Facilities. Serves as part of the leadership team.
• Performs as the primary booking contact for concerts and major shows: Maximizes both existing and new relationships with local, regional, and national promoters.
• Oversight of all negotiations that occur with promoters as well as preparing deal analysis.
• Writes contracts for all concerts and shows.
• Coordinates with the Sports Facilities accountant to oversee the development of event estimates.
• Produces financial recaps for events, including maintaining historical data such as ticket sales, drop counts, and per cap revenues.
• Oversight and leadership of the Event Management and Guest Services operation, and the Sports Facilities main office: Promotes a customer first agenda.
• Ensures maintenance of the reservation system.
• Ensures staff is trained and that industry safety standards are being met.
• Leads the direction and vision of each operation to align with industry and MSU standards.
• Ensures compliance with departmental and MSU policies and guidelines.
• Monitors staffing levels to meet budgetary goals.
• Provides active supervision and leadership of staff (hiring, training, scheduling, payroll, evaluation etc): Direct supervision of the Event Manager.
• Indirect supervision of the Guest Experience Coordinator, the Office Manager/Event Scheduler, and 75-100 guest services staff (student/temporary).
• Serve as the primary liaison between Sports Facilities various external partners.
• Works closely with Bobcat Athletics to ensure event needs are met.
• Assists the Director and Sports Facilities accountant with revenue forecasting for large events. Throughout the year, ensures budgetary goals are being met.
• Performs a wide variety of administrative tasks in support of the department including ad-hoc financial reporting. Ensures compliance with all related policies and guidelines.
• Acts as an event manager for assigned events throughout the year. Inclusive of being the point of contact for the client from initial phone call to day of the event.
• As part of the leadership team, assists in the development, implementation, and assessment of short- and long-range goals for the department.
• Assists team with set-up and tear-downs of event equipment and furniture (stacking chairs, folding tables, setting up portable stages, basketball floor, AV equipment, bike racks, etc).
• And actively participates as part of the team while performing other duties in support of the department’s mission.

Skills

Event management

Budgeting

Staff supervision

Negotiation

Contract drafting

MS Office / Scheduling software

Education

Bachelor’s degree in Business Administration/Management, Facilities Management/Operations or Sports Management

Tools

Scheduling software

Job description

Montana State University’s Sports Facilities department seeks an Associate Director – External Relations to manage externally facing functions across multiple high-profile venues and events. You will lead booking negotiations, contracts, and event estimates while guiding event management and guest services teams.

The role requires a Bachelor's degree in a relevant field with substantial event-management experience, strong negotiation skills, and proficiency in scheduling and office software.