Hennepin Theatre Trust
Assistant Event Services Manager
Hennepin Theatre Trust, Minneapolis, Minnesota, United States, 55400
Description:Hennepin Arts
drives cultural and economic vitality in Minnesota through leadership of the dynamic Hennepin Theatre District in downtown Minneapolis and educational programming that reaches every area of the state. Our historic venues — the Orpheum, State, Pantages and Dudley Riggs theatres, as well as our event center, The Hennepin — light up Hennepin Avenue with top-tier entertainment, including the best of Broadway and a wide variety of arts programming.
Hennepin Arts
celebrates diversity in all its aspects, ensuring equity and establishing a safe and inclusive environment for all. We continue to examine ourselves and our structures to ensure we are free of bias and inequitable practices. We work to create welcoming spaces that invite people to be their authentic selves.
The
Assistant Event Services Manager
plays a critical role in ensuring a seamless, patron-focused experience across a variety of performance and event spaces, with a specific emphasis on the Dudley Riggs Theatre and Event Center. This position is responsible for operational oversight and the successful execution of both internal and external events. The role requires collaboration with multiple departments to ensure all event aspects, from patron services to operational logistics, are thoroughly planned, communicated, and implemented. The
Assistant Event Services Manager
will uphold and promote the organization’s Patron Relationship Philosophy while supporting event operations, managing staff, and fostering a positive work environment for front-of-house (FOH) teams. Regular evening, weekend, and holiday availability is required for events.
RESPONSIBILITIES
Event Planning and Coordination (30%)
Collaborate on advisement for FOH client-facing materials, including security, merchandise (merch) packets, and room layouts
Oversee and ensure operational follow-through of the show and special event advancing process, focusing on patron-facing details and needs
Communicate accessibility accommodations as requested, and ensure these are implemented seamlessly
Ensure all aspects of each event, including internal and external communications, billing, and merch settlement, are handled effectively and promptly
Patron Experience and Service (25%)
Ensure exemplary service to all patrons visiting HTT facilities or participating in events, with heightened focus on Dudley Riggs and Event Center spaces
Manage patron feedback in person, via phone, and email as necessary, addressing concerns promptly and using service best practices for issue resolution
Provide recap reports on patron concerns, resolutions, and feedback post-events
Foster an environment where patron concerns are seen as opportunities to improve, aligning with the organization’s Patron Relationship Philosophy
Advise on patron-facing communications when needed to ensure clarity and alignment with event goals
Event Staffing and Team Management (20%)
Participate in annual department training and staffing plans based on service strategy, event budgets, and identified staffing needs
Conduct interviews for event staffing as needed, supporting recruitment efforts and ensuring high retention and service standards
Collaborate with department managers to ensure adequate staffing for events, making adjustments as necessary
Support ongoing staff coaching and performance evaluations, identifying growth opportunities and fostering a fun and fulfilling work environment
Escalate and address staffing concerns or opportunities for improvement as they arise
Event Operations and Communication (15%)
Promptly share event notes and operational details with affected departments, ensuring all logistics are accounted for and key staff are prepared
Take ownership of the event lifecycle from planning to execution, providing consistent follow-through on operational details
Track and follow up on merchandise payments and event-related finances as needed
Assist with incident and event report follow-up, participating in debriefing processes to ensure continuous improvement
Budget and Resource Management (5%)
Identify and prioritize budgetary needs related to events, staffing, and FOH operations
Advocate for department needs in meetings and communicate effectively with the wider community and industry partners when necessary
Miscellaneous Duties (5%)
Represent the department in community or industry meetings, advocating for the organization’s mission and service philosophy
Lead potential and scheduled clients through venue tours, answering inquiries knowledgeably and facilitating smooth communication between departments
Perform other duties as assigned by the Event Services Manager or senior leadership
Requirements:REQUIREMENTS
Bachelor’s degree in event management, hospitality, or a related field preferred
Minimum of three (3) years of experience in event operations, preferably within a performance arts or non-profit setting
Proven ability to manage multiple projects and events simultaneously with attention to detail and strong organizational skills
Excellent communication skills, both verbal and written, with experience in resolving patron or client concerns
Strong leadership abilities, with a commitment to fostering a positive work environment and service culture
Ability to work evenings, weekends, and holidays as required by event schedules
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drives cultural and economic vitality in Minnesota through leadership of the dynamic Hennepin Theatre District in downtown Minneapolis and educational programming that reaches every area of the state. Our historic venues — the Orpheum, State, Pantages and Dudley Riggs theatres, as well as our event center, The Hennepin — light up Hennepin Avenue with top-tier entertainment, including the best of Broadway and a wide variety of arts programming.
Hennepin Arts
celebrates diversity in all its aspects, ensuring equity and establishing a safe and inclusive environment for all. We continue to examine ourselves and our structures to ensure we are free of bias and inequitable practices. We work to create welcoming spaces that invite people to be their authentic selves.
The
Assistant Event Services Manager
plays a critical role in ensuring a seamless, patron-focused experience across a variety of performance and event spaces, with a specific emphasis on the Dudley Riggs Theatre and Event Center. This position is responsible for operational oversight and the successful execution of both internal and external events. The role requires collaboration with multiple departments to ensure all event aspects, from patron services to operational logistics, are thoroughly planned, communicated, and implemented. The
Assistant Event Services Manager
will uphold and promote the organization’s Patron Relationship Philosophy while supporting event operations, managing staff, and fostering a positive work environment for front-of-house (FOH) teams. Regular evening, weekend, and holiday availability is required for events.
RESPONSIBILITIES
Event Planning and Coordination (30%)
Collaborate on advisement for FOH client-facing materials, including security, merchandise (merch) packets, and room layouts
Oversee and ensure operational follow-through of the show and special event advancing process, focusing on patron-facing details and needs
Communicate accessibility accommodations as requested, and ensure these are implemented seamlessly
Ensure all aspects of each event, including internal and external communications, billing, and merch settlement, are handled effectively and promptly
Patron Experience and Service (25%)
Ensure exemplary service to all patrons visiting HTT facilities or participating in events, with heightened focus on Dudley Riggs and Event Center spaces
Manage patron feedback in person, via phone, and email as necessary, addressing concerns promptly and using service best practices for issue resolution
Provide recap reports on patron concerns, resolutions, and feedback post-events
Foster an environment where patron concerns are seen as opportunities to improve, aligning with the organization’s Patron Relationship Philosophy
Advise on patron-facing communications when needed to ensure clarity and alignment with event goals
Event Staffing and Team Management (20%)
Participate in annual department training and staffing plans based on service strategy, event budgets, and identified staffing needs
Conduct interviews for event staffing as needed, supporting recruitment efforts and ensuring high retention and service standards
Collaborate with department managers to ensure adequate staffing for events, making adjustments as necessary
Support ongoing staff coaching and performance evaluations, identifying growth opportunities and fostering a fun and fulfilling work environment
Escalate and address staffing concerns or opportunities for improvement as they arise
Event Operations and Communication (15%)
Promptly share event notes and operational details with affected departments, ensuring all logistics are accounted for and key staff are prepared
Take ownership of the event lifecycle from planning to execution, providing consistent follow-through on operational details
Track and follow up on merchandise payments and event-related finances as needed
Assist with incident and event report follow-up, participating in debriefing processes to ensure continuous improvement
Budget and Resource Management (5%)
Identify and prioritize budgetary needs related to events, staffing, and FOH operations
Advocate for department needs in meetings and communicate effectively with the wider community and industry partners when necessary
Miscellaneous Duties (5%)
Represent the department in community or industry meetings, advocating for the organization’s mission and service philosophy
Lead potential and scheduled clients through venue tours, answering inquiries knowledgeably and facilitating smooth communication between departments
Perform other duties as assigned by the Event Services Manager or senior leadership
Requirements:REQUIREMENTS
Bachelor’s degree in event management, hospitality, or a related field preferred
Minimum of three (3) years of experience in event operations, preferably within a performance arts or non-profit setting
Proven ability to manage multiple projects and events simultaneously with attention to detail and strong organizational skills
Excellent communication skills, both verbal and written, with experience in resolving patron or client concerns
Strong leadership abilities, with a commitment to fostering a positive work environment and service culture
Ability to work evenings, weekends, and holidays as required by event schedules
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