Event Coordinator

Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation’s third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there’s a role for everyone at The Woodruff.

Reports to:

Senior Event Manager

FLSA:

United States of America (Exempt)

Employment Status:

Regular/Full time

WORK SCHEDULE:

Monday-Friday, 9am-5pm

Because this is a position associated with a performing arts organization, evenings and weekends will be required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Report to and work closely with the Senior Event Manager to plan and implement logistics and services for all scheduled Atlanta Symphony Hall LIVE concerts and events.

• Provide additional support to the Atlanta Symphony Hall LIVE department, including working closely with the team members on production, backstage hospitality and catering, runners, front of house staffing, ticketing, marketing, parking, and merch.

• Assist with managing events from when contracts are received from artist management agencies all the way through the finalization of the post event financial statements.

• This includes but not limited to:

  • Overseeing all Atlanta Symphony Hall LIVE events day of show, as assigned, and act as Manager on Duty
  • Advancing show information with tour managers
  • Serve as venue liaison with artists and tour managers day of show to ensure a successful event
  • Managing production level dressing rooms and artist hospitality
  • Staffing and managing runners, hospitality assistants, and caterers per show needs
  • Ordering cash requests, when applicable
  • Confirming parking, transportation, and security arrangements

• This includes but not limited to:

  • Booking travel and hotel accommodations for guest artists and conductors when applicable
  • Coordinating meet & greets when applicable
  • Providing estimates, invoices, and receipts for artist settlement.
  • Finalizing and processing event invoices and merchandise settlements

• Schedule front of house staffing for each Atlanta Symphony Hall LIVE concert and event (EMT, APD, Ushers, Ticket Takers, Security etc.) using approved Atlanta Symphony Hall contract services.

• Coordinate with Atlanta Symphony Hall production team, library team, and personnel team to ensure all event information, riders and budgeting is communicated and gathered to maintain each events highest expectation

• Provide ongoing updates to back of house and front of house teams, contractors and WAC departments that support facility and event operations.

• Maintain a comprehensive day of show event sheet to distribute to all departments involved to ensure successful implementation of each booking.

• Participate in a communication system that includes a weekly event meeting and a daily posting of scheduled events.

• Establish the release and distribution of event sheets at least one week in advance of each date and prior to the weekly event meeting.

• Transfer all pertinent show / event files back to the Senior Event Manager of Symphony Hall LIVE to process the accounting settlement.

• Follow department and organization procedures to ensure the proper engagement of contractors hired to work for LIVE concerts and events.

• Maintain positive relationships with contractors.

• Work with internal and external clients to identify and manage all aspects of their scheduled events.

• Manage client account files in the event management software system (Momentus Elite) adhering to department account management policies and procedures.

• Implement client contracts and additional requests / payments to ensure that client expectations are met.

• Maintain and file documents and emails

• Order supplies and pull internal equipment from Atlanta Symphony Hall inventory when applicable.

• Follow Atlanta Symphony Hall purchasing policies and procedures and maintain the inventory following department protocols.

• Participate in weekly one-on-one meetings with the Senior Event Manager and provide professional growth opportunities.

• Participate in training and orientation sessions for staff and volunteers as requested or assigned.

• Learn WAC emergency preparedness procedures.

• Be responsible for designated emergency response roles.

• Be an ADA ambassador.

QUALIFICATIONS:

To perform the job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree or equivalent experience required

• 3-5 years of experience in the entertainment or hospitality industry working in special event or concert management

• Knowledge of special event technology and production and filming trends

• Experience with event management and booking software

• Experience with Microsoft Office

• Experience with basic financial accounting, billing, and budgeting

SKILLS AND ABILITIES:

• Excellent guest service acumen and demeanor

• Outstanding written and verbal communication skills

• Exceptional interpersonal and organizational skills

• Able to work under pressure and accept a flexible work schedule and manage events that are off premise

• Knowledge of the American Disabilities Act

• Capable of working in teams and collaborating with co-workers

• Able to act independently with mature judgement

• Possess a professional presentation, appearance, and work ethic

Physical Demands / Work Environment:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position requires constant walking, climbing stairs and occasional sitting, lifting, and carrying at least 20 pounds.

The noise level in the work environment is usually moderate.