Event Field Services Manager

Job Overview

This position plays a pivotal role in planning, coordinating, and executing a diverse range of events. Collaborating closely with the Director of Events and Events Coordinator, you will be responsible for overseeing the entire event lifecycle, from conceptualization and planning to execution and post-event evaluation. This includes ensuring all events meet the company’s financial and operational objectives while simultaneously ensuring that all events run smoothly and create a positive experience for our clients and the attendees. You will collaborate with cross-functional teams, vendors, and clients to achieve successful outcomes. goals. Your attention to detail, excellent organizational skills, and ability to manage multiple tasks simultaneously will be crucial to your success in this role.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES: Those duties necessary to meet

the minimum requirements of the position. Other duties may be assigned:

• Managing and producing PSQ events, as well as events on behalf of its clients and

partners

• The management and execution of events and programs include but are not limited to the following event related activities; serving as the manager on duty, onsite supervision, event venue relations, overseeing the work of contractors, responding to guest complaints, quickly resolving issues that arise and ensuring the event is running smoothly.
• Develop detailed event plans that outline all logistical and operational aspects of the event. Create clear timelines, task assignments, and milestones for the entire event lifecycle. Ensure that each team member and vendor understand their roles and responsibilities.
• Identify and liaise with a diverse range of vendors, suppliers, and contractors.
• Assist with negotiating contracts, terms, and agreements to secure required services and resources. Manage vendor relationships throughout the event planning process, ensuring seamless communication and coordination.
• Anticipate and plan for potential challenges or unforeseen issues that may arise during the event. Develop contingency plans to address scenarios like technical glitches, weather changes, or scheduling conflicts. Stay flexible and adaptable, ready to implement alternative solutions if needed.
• Serve as the central communication hub, relaying critical information to various team members, vendors, clients, and attendees. Maintain clear lines of communication to prevent misunderstandings and ensure alignment among all involved parties.
• Assist with securing necessary permits as needed such as city applications, fire marshal permit, health permit, business licenses, ABC licenses, building safety, etc.
• Manage, delegate, and provide clear direction and expectations for the work of employees, interns, volunteers, and contractors responsible for the execution of a quality production and to ensure deadlines are met.
• Manage events using the latest event industry best practice and tools for a high level of organization, communication, and collaboration. Tools include but are not limited to Asana project management system and other internal tools including production checklist, event budget, production matrix, checkbook, timeline, info sheets and progress reports.
• Evaluate the viability of creative concepts within the allocated client budget.
• Account for venue costs, production expenses, catering, entertainment, and more.
• Optimize resources to create extraordinary experiences within budget boundaries.

• Assume a leadership role during the event, orchestrating all on-site activities and ensuring their smooth execution.
• Provide a reassuring and authoritative presence that instills confidence in the event team, vendors, and clients.
• After the event concludes, conduct a thorough debriefing session with the team to review the event's execution.
• Identify successes and areas for improvement to inform future event planning efforts. Document valuable insights that can enhance the efficiency and effectiveness of subsequent events.
• Identify areas where the budget was effectively managed and areas where adjustments can be made for future events.

OTHER RESPONSIBILITIES: Other duties or responsibilities that may typically be assigned to this position include but are not limited to:

• Enjoy working in a fast paced and fun environment.
• Build, improve, and maintain effective relationships with clients, vendors, and employees.
• Handle any escalated security issues or emergency situations appropriately.
• Other responsibilities as determined by the Event Director.
• Take a proactive role in communicating with the client and meeting his needs be meeting with regularly, listening to issues, and providing technical expertise and solutions.
• Ensure complete customer satisfaction.
• Proven experience in event planning, coordination, and management, demonstrating successful event planning and execution.
• Creativity and resourcefulness in problem-solving.
• Budget management experience, with attention to financial details.
• Knowledge of event safety and risk management protocols.

Requirements

QUALIFICATIONS: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or experience required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Strong proficiency in Microsoft Word, Excel, PowerPoint, and Google Suite.
• Excellent customer service skills to both internal and external customers
• Ability to work both independently and in a team environment while also being a self-starter.
• Ability to effectively manage event details over the phone, email and in person.
• Strong time management skills to effectively meet all goals and deadlines.
• Effective communication including strong presentation skills on site and in client meetings.
• Ability to make recommendations and decisions on assigned projects especially in time sensitive cases with little oversight.
• Ability to effectively address client and guest concerns striving to maintain a calm composure and find solutions.
• At least 2 years of business management/operations/supervisory experience
• Experience in hiring, developing, motivating, and retaining quality staff.

PHYSICAL/MENTAL REQUIREMENTS AND WORKING ENVIRONMENT:

• Work long and irregular hours when necessary, including but not limited to weekends and holidays, when necessary, in either the preparation or working of an event
• The job is generally performed in an office setting; however, during site visits and event days you will be regularly required to constantly walk, stand, reach with both hands and arms, and must be able to drive a vehicle. Due to the outdoor nature of our events the employee might be subjected to adverse conditions such as rain, cold or heat for periods of time.
• The employee may occasionally lift and/or move up to 25 pounds. May be required to climb stairs on an intermittent basis depending on the site.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. This is not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Other duties and responsibilities may be assigned, with or without notice.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development
• Wellness Resources
• Competative salary range starting at $70,000