Events Supervisor

Step into a leadership role where nature and celebration come together. At The North Carolina Arboretum, we're seeking an Events Supervisor to oversee extraordinary experiences in our stunning garden setting, from elegant weddings to our beloved Winter Lights fundraiser. With our supportive culture and meaningful mission, this position offers the opportunity to bring your event expertise to life in a place that inspires. We're looking for someone who is personable and decisive, with the organization and enthusiasm to coordinate and execute seamless events that leave a lasting impression on our guests.

The hiring salary will be between $51,000 and $57,000 with full benefits offered by the State of North Carolina and the University of North Carolina System. Benefits include paid time off, employer-sponsored health insurance and supplemental plans.

The Events Supervisor contributes to mission delivery through high-impact guest services as the manager of multiple Arboretum events programs and related operations. This position will oversee compliance and management of the in-house beverage service program as well as staffing for both public and private events. The Events Supervisor will coordinate venues for various private and public events, focusing on the Arboretum's wedding program, which hosts over 50 annual weddings. Other on-site events include indoor events like small private meetings and 150-person presentations in an auditorium setting to outdoor events like our ArborEvenings series and ticketed exhibit receptions, to signature public events across multiple spaces like the Bonsai Expo, and more. In addition, the Supervisor coordinates aspects of the Winter Lights program, a 40-plus day event that serves as the Arboretum's largest fundraiser. The Events Supervisor also assists other department managers with coordinating internal events such as educational programs, board meetings and events sponsored by the Arboretum. The Supervisor oversees and implements rental agreements, invoices customers, approves payments to vendors, coordinates arrangements for set up and teardown, including audiovisual and catering if requested, and monitors the event for quality control purposes.

The continuity and efficiency of event management is critical to the success of the NC Arboretum Society as the Events area, under the direction of this supervisor, generates important earned revenue used toward strategy. This is done through the evaluation and execution of existing programs as well as the innovation, identification, planning and successful completion of new event opportunities.

Reporting to the Guest Experience Manager, the Events Supervisor provides day-to-day oversight of personnel in the Wedding, Beverage Service, Public Event, and Private Event/rental programs, submits event budget plans for approval by the Guest Experience Manager, has the authority to resolve customer complaints within the policy structure of the Arboretum, and develops and revises applicable policies and procedures for review by Arboretum leadership. The position works independently without daily supervision in tandem with the Guest Experience Manager. This position also supervises several temporary and seasonal workers, utility workers, and Winter Lights staff to execute event coordination.

This role is ideal for someone self-assured and resourceful, who can assess situations and make thoughtful decisions independently. Whether prioritizing tasks or addressing unexpected challenges, you'll bring a calm and proactive approach that ensures our spaces remain welcoming and well-maintained.

Competencies Required:

Knowledge-Program and Organization: This position must have considerable knowledge of the organizational structure of the events division, including policies, procedures, best practices, and use of technology. This position deals primarily with the public, and it must have the ability to recognize problems and provide the required solutions. This position must know state laws concerning facility rentals and federal regulations relating to using federal land currently leased to the state. This position must arrive at solutions to problems dealing with the use of rental space and related disputes concerning the interpretation of policies by arriving at unique resolutions for special requests or concerns that address customers' expectations while protecting the institution's integrity. This position will be considered a supervisor and will be expected to provide expertise on a management scale. This position will allow them to revise and create new policies to effectively manage the events management department based on their experience and knowledge of past events.

Program Administration: This position will be expected to manage
facility rentals, flower shows, special events, and the wedding program, and
this will consist of both planning and implementation. This position will plan
events budgets and departmental objectives, establish deadlines, and assign
work to others. It will have the authority to make decisions related to the
interpretation of policies and regulations. In conjunction with the Guest
Experience Manager, this position will determine the personnel needs required
to staff each event and ensure that appropriate staff is assigned to the event.
This position will perform contract negations and represent The North Carolina
Arboretum in the execution of the contract documents, including invoicing and
receipt of payment.

Customer Service: This position must be knowledgeable about various policies, including the alcohol policy, insurance certificates, and other documents. This position must be able to resolve any disputes between the Owner and Clients. Resolving complaints is especially critical considering the unique stress that rental events such as weddings can present. This position will be required to fairly enforce policy and build a spirit of collaboration between the Owner and Clients.

Communication-Written and
Verbal: The position must be able to
negotiate rental contracts with clients, explain the obligation of both parties
to the client, and ensure that obligations are fully met. This position must
prepare and analyze business plans for the events management department. The
ability to prepare budgets, track results, and communicate to senior management
is also required. This position must be able to communicate and cooperate with
many community partner agencies and sponsors as well.

Information/Records Administration: This staff person is the main liaison between the events department and senior management regarding providing correct documentation and record keeping. The person will ensure that all required documents are executed correctly and on file before the event.

About the Team
The Events Supervisor contributes to mission delivery through high-impact guest services as the manager of multiple Arboretum events programs and related operations. This position will oversee compliance and management of the in-house beverage service program as well as staffing for both public and private events. The Events Supervisor will coordinate venues for various private and public events, focusing on the Arboretum's wedding program, which hosts over 50 annual weddings. Other on-site events include indoor events like small private meetings and 150-person presentations in an auditorium setting to outdoor events like our ArborEvenings series and ticketed exhibit receptions, to signature public events across multiple spaces like the Bonsai Expo, and more. In addition, the Supervisor coordinates aspects of the Winter Lights program, a 40-plus day event that serves as the Arboretum's largest fundraiser. The Events Supervisor also assists other department managers with coordinating internal events such as educational programs, board meetings and events sponsored by the Arboretum. The Supervisor oversees and implements rental agreements, invoices customers, approves payments to vendors, coordinates arrangements for set up and teardown, including audiovisual and catering if requested, and monitors the event for quality control purposes.

Minimum Education, Experience, and Skills
A bachelor's degree from an accredited university in hotel and restaurant management, hospitality, business administration, or a related major or equivalent combination of education and experience and at least 3 years' experience in event management or related professional areas is required.

Preferred Education, Experience, and Skills

Management Preference: At least 5 years of experience performing events management department duties and supervisory experience.

• Classification: University Program Associate
• Position Competency Level: Advanced
• Position Number: 019102
• Employment Type: SHRA
• Appointment Type: Permanent
• Full-Time/Part-Time: Full-Time
• Recruitment Salary Range: 51000-57000
  
• Location: 100 Fredrick Law Olmsted Way, Asheville, NC 28806 USA
• Posting Open Date: 12/18/2024
• Posting Close Date: 1/13/2025

EEO
The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or status as a protected veteran.

The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) is a VEVRAA Federal Contractor.

To claim veteran's preference, all eligible persons must indicate their eligibility as requested on the application. A DD Form 214, Certificate of Release or Discharge from Active Duty, may be required later in the selection process.

The UNC System Office (includes PBS NC, NCSEAA, and NC Arboretum) participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Human Resources Contact Information
Applicants needing assistance with the application process are asked to contact: recruiter@northcarolina.edu.