New York Times
Administrative Events Manager
New York Times, New York, New York, us, 10261
Job Title
Administrative Events Manager Job ID
29351 Location
LaGuardia Community College Full/Part Time
Full-Time Regular/Temporary Regular POSITION DETAILS Reporting to the Community Outreach Program Director, the Administrative Events Manager is responsible for managing the rental process of campus facilities for film, television, commercials, other media-related events and Community partners. This role involves coordinating logistics, liaising with internal and external stakeholders, and ensuring that all rentals comply with college policies. The ideal candidate will have a strong background in media production, excellent organizational skills, and the ability to manage multiple projects simultaneously. Key Responsibilities
include, but are not limited to: Oversee the scheduling and management of college facilities for Community partners, film, TV, commercials, and other event rentals. Serve as the primary point of contact for production companies and other external clients interested in using campus locations. Ensure that all necessary permits, insurance, and agreements are in place for each rental. Work closely with external production teams to understand their needs and provide suitable solutions within college policies. Conduct site visits with potential clients to showcase available facilities and discuss logistics. Maintain strong relationships with recurring clients and seek opportunities for new business. Coordinate with various college departments (security, facilities, IT, etc.) to ensure all operational aspects of the rental are covered. Develop and manage production schedules to minimize disruption to campus activities. Ensure that all equipment and spaces are prepared and restored post-rental. Prepare cost estimates for clients, including facility fees, staffing, and any additional services required. Manage invoicing, payments, and tracking of rental revenues. Assist in budget forecasting and financial reporting for rental activities. Ensure that all rentals adhere to college policies, safety regulations, and legal requirements. Conduct risk assessments for each project to identify potential issues and implement mitigation strategies. Coordinate with legal and insurance teams to handle contracts and liability issues. Develop marketing strategies to promote college facilities as prime locations for media production. Maintain an up-to-date portfolio of campus locations available for rent, including photographs, descriptions, and technical specifications. Attend industry events and network with potential clients to increase visibility and rental opportunities. Maintain detailed records of all rental activities, including contracts, correspondence, and financial transactions. Provide regular reports to the Director of Events on rental activities, client feedback, and financial performance. Assist with other departmental tasks as needed. QUALIFICATIONS Bachelor's Degree and six years' relevant experience required. PREFERRED QUALIFICATIONS Excellent research and writing skills. Excellent communication and interpersonal skills. Proficiency using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). CLOSING DATE January 2nd, 2025 (Extended) EQUAL EMPLOYMENT OPPORTUNITY CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.
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Administrative Events Manager Job ID
29351 Location
LaGuardia Community College Full/Part Time
Full-Time Regular/Temporary Regular POSITION DETAILS Reporting to the Community Outreach Program Director, the Administrative Events Manager is responsible for managing the rental process of campus facilities for film, television, commercials, other media-related events and Community partners. This role involves coordinating logistics, liaising with internal and external stakeholders, and ensuring that all rentals comply with college policies. The ideal candidate will have a strong background in media production, excellent organizational skills, and the ability to manage multiple projects simultaneously. Key Responsibilities
include, but are not limited to: Oversee the scheduling and management of college facilities for Community partners, film, TV, commercials, and other event rentals. Serve as the primary point of contact for production companies and other external clients interested in using campus locations. Ensure that all necessary permits, insurance, and agreements are in place for each rental. Work closely with external production teams to understand their needs and provide suitable solutions within college policies. Conduct site visits with potential clients to showcase available facilities and discuss logistics. Maintain strong relationships with recurring clients and seek opportunities for new business. Coordinate with various college departments (security, facilities, IT, etc.) to ensure all operational aspects of the rental are covered. Develop and manage production schedules to minimize disruption to campus activities. Ensure that all equipment and spaces are prepared and restored post-rental. Prepare cost estimates for clients, including facility fees, staffing, and any additional services required. Manage invoicing, payments, and tracking of rental revenues. Assist in budget forecasting and financial reporting for rental activities. Ensure that all rentals adhere to college policies, safety regulations, and legal requirements. Conduct risk assessments for each project to identify potential issues and implement mitigation strategies. Coordinate with legal and insurance teams to handle contracts and liability issues. Develop marketing strategies to promote college facilities as prime locations for media production. Maintain an up-to-date portfolio of campus locations available for rent, including photographs, descriptions, and technical specifications. Attend industry events and network with potential clients to increase visibility and rental opportunities. Maintain detailed records of all rental activities, including contracts, correspondence, and financial transactions. Provide regular reports to the Director of Events on rental activities, client feedback, and financial performance. Assist with other departmental tasks as needed. QUALIFICATIONS Bachelor's Degree and six years' relevant experience required. PREFERRED QUALIFICATIONS Excellent research and writing skills. Excellent communication and interpersonal skills. Proficiency using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). CLOSING DATE January 2nd, 2025 (Extended) EQUAL EMPLOYMENT OPPORTUNITY CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.
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