Special Events Manager

Carnegie Science Center; Pittsburgh (Allegheny County); On-site; USD 55,000 - 70,000; Full time

Job summary

A leading company is seeking a Special Events Manager to develop and foster business through selling special event rentals. The role involves planning and executing events, managing billing, and providing exceptional customer service to clients. The ideal candidate will have a Bachelor's degree in hospitality or event management and at least five years of relevant experience. Strong interpersonal and communication skills are essential, along with the ability to multitask and maintain attention to detail. Join this dynamic team and help create memorable events!

Qualifications

• Minimum of five years of experience in event management.
• Ability to transport event materials weighing up to 30 pounds.

Responsibilities

• Promote and sell facility rentals for private events and business meetings.
• Respond promptly to inquiries via phone, web, or email.
• Monitor revenue and expenses, assist in budget management.

Skills

Interpersonal Skills

Communication Skills

Attention to Detail

Multitasking

Sales Experience

Education

Bachelor’s degree in hospitality, hotel, or event management

Tools

Event & Diagram Software

Microsoft Office

Job description

The Special Events Manager develops and fosters business through selling special event rentals of all kinds to meet or exceed sales calls, site visits, and revenue goals set by the Director on a monthly and annual basis for the department. The role involves working with the Director to build relationships with both long-standing and new clients, turning them into repeat clients. Responsibilities include planning and executing events, managing billing, invoicing, payment receipts, daily deposits, and survey responses for all CM special events across locations. The manager also creates and shares event reports, monitors attendance and financial data, participates in security and safety compliance, and supports other managers in learning procedures for special events. Providing high-level customer service to clients and staff is essential, with a focus on exceeding client expectations.

QUALIFICATIONS:

EDUCATION & EXPERIENCE:

• Bachelor’s degree required, preferably in hospitality, hotel, or event management.
• Minimum of five years of experience in event management, preferably in a client service setting or event venue.

KNOWLEDGE, SKILLS, ABILITIES:

• Excellent interpersonal, writing, accounting, financial, and oral communication skills. Ability to communicate effectively with all levels of staff and leadership.
• Strong attention to detail and ability to multitask while maintaining focus on client and staff needs.
• Experience in sales, event service, billing, and customer management is required.
• Knowledge of Event & Diagram Software is a plus.
• Proficiency with Microsoft Office and databases is a plus.

PHYSICAL REQUIREMENTS:

• Ability to transport event materials weighing up to 30 pounds.
• Capability to perform tasks involving stooping, bending, walking, sitting, and standing for extended periods.
• Availability to work varied schedules, including holidays, weekends, and evenings.
• Ability to work in different locations and conditions.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

1. Promote and sell facility rentals using professional tactics to attract potential clients for private events, business meetings, and performances to generate revenue.
2. Respond promptly to inquiries via phone, web, or email.
3. Maintain respectful and high-quality customer service with all potential clients.
4. Engage in outreach and networking for event opportunities.
5. Participate in relevant meetings and collaborate across departments.
6. Send invoices promptly, ensure payments are received, and follow up with clients for rebooking and feedback.
7. Send thank-you notes after events and report client issues to improve service.
8. Monitor revenue and expenses, assist in budget management, and maintain facility appearance.
9. Resolve problems independently, knowing when to escalate to management.
10. Coordinate with vendors and promote museum products and services to maximize revenue.
11. Represent the department professionally and participate in external events like tradeshows and bridal shows.
12. Plan and execute events aligned with departmental needs and complete additional projects as assigned.
13. Obtain and maintain necessary PA Act 153 clearances as a condition of employment.

Equal Opportunity Employer

The description reflects essential functions and qualifications but is not exhaustive of all work requirements. It does not constitute a contract and maintains an at-will employment relationship.