SUMMARY
The primary focus of the Event Specialist is to support our signature events, such as The Magical Forest, HallOVeen, Camelot, The Las Vegas Great Santa Run, and the Spring Fashion Show, as well as to provide support with any of the other Opportunity Village (OV) events scheduled throughout the year. The Event Specialist will work to support the Director of Event Services and the Special Events Manager by ensuring daily operational needs and event execution are met. The Event Specialist will support and perform manager-on-duty (MOD) responsibilities for the Magical Forest and HallOVeen when the demand increases. There are after-hours and weekend responsibilities for this position that may require presence both onsite OV locations and at locations where OV hosts events.
Embrace Opportunity Village's core values by cultivating positive and meaningful CONNECTIONS with participants and team members, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Manage ticket distribution methods and systems of all OV signature events, including:
- Work with event ticketing and registration web-based platforms.
- Oversee the training of Opportunity Village Team Members, Volunteers, and Seasonal Associates on properly using each ticketing system.
- Educate Opportunity Village Team Members, Volunteers, and Seasonal Associates on addressing ticket purchaser's questions.
- Assist OV Event Team Members, as needed, with the execution of events, including Magical Forest Park buyouts, parties, events, and meetings held in Camelot Hall, Betty's Village, and at the Engelstad Campus.
- Assist with training of the Events Administrative Assistant and provide backup administrative support for the Event's Team, as needed.
- Collaborate with the Event Leadership team to develop short- and long-term department goals.
- Under the guidance of the Special Events Manager, the Specialist will coordinate and oversee assigned signature events, park buyouts, and parties.
- Identify the customer requirements and expectations for each assigned event. As needed, work with the Special Events Manager, Food & Beverage Manager, and Event Operations Manager to meet client expectations.
- Liaise with vendors, exhibitors, and stakeholders during the assigned event planning process to ensure everything is in order and critical deadlines are met.
- Smoothly manage assigned event setup, tear-down, and follow-up processes.
- Ensure that each assigned internal and external event budget is maintained.
- Support with researching and negotiations of event venues, entertainers, photographers, scheduled speakers, vendors, and contractors, as needed.
- Responsible for scheduling Seasonal Associate Team Members for assigned events.
- Communicate and coordinate with the Event Manager(s) and Community Engagement Team Members the volunteer needs to ensure the event is adequately staffed.
- Conduct final site walk inspections on the event day to ensure everything adheres to OV and the customer's standards.
- Process all invoices for assigned events to ensure vendors are paid on time.
- For assigned events, maintain inventory of necessary event supplies, including tracking items taken to and returned from the event site.
- Assist the Event Operations Manager with pull lists for supplies required at the event to ensure the needed items are available at the event location.
- Coordinate and schedule pre- and post-meetings for each assigned event to meet all needs.
- Must be able to meet all requirements of OV vehicle policies and travel:
- Between worksite locations
- Within the community
- Ability to work after hours and on weekends.
- Report suspected Abuse, Neglect, Exploitation, Isolation, and Abandonment (ANEIA) immediately as mandated by state law.
- May be assigned other duties as needed.
SUPERVISORY RESPONSIBILITIES
This position assists with the supervision of Seasonal Associates and Volunteers.