Events & Reservation Manager

About the role

The Esplanade Association (EA) seeks an experienced Events & Reservations Manager to oversee the successful production of all EA stewardship events across season and venue, with particular oversight of the bookings in the Esplanade’s forthcoming Smith Family Pavilion and Charlesbank Campus.

Responsibilities

• Evaluate and report on ways to improve event preparation, execution, outcomes and follow ups.
• Maintain a master space calendar tracking use by EA staff, the Cafe/Catering Operator and the public.
• Propose improvements to the space, use experience, and amenities in line with latest market trends.
• Streamline systems for all aspects of event execution, from efficient delivery and set up to easy-to-follow shared client communications.
• Attend proactively to all details to meet client requests as agreed.
• Ensure policies and procedures, regulations, and safety practices are understood and followed.
• Work closely with the Facilities Manager for highest level of space cleanliness and maintenance.
• Work closely with Communications and Visitor Engagement Staff on outreach for equitable use, especially to neighbors in Environmental Justice Communities.
• Remain current on local nonprofit events and keep Supervisor and Senior Management informed of potential external events, issues or market trends that may impact rental or reservation forecasts.
• Document and report facility incidents or accidents, safety issues.
• Attend proactively to all details to meet client requests as agreed.
• Partner with EA Facilities Manager and vendors to coordinate setup, breakdown, custodial service, and (IT) service for audio/visual (A/V) needs.
• Develop relevant data and resources, including pre-approved vendor lists and materials for potential clients, facility and equipment guides for partners, and post event surveys, usage and revenue reports for systems improvements and required State reporting.
• Propose improvements to the space, use experience, and amenities in line with latest market trends.
• Ensure all EA vendors and guests are properly (if not personally) welcomed and ushered.
• Manage all logistics on budget, including vendor engagement, host committee management and internal coordination with fellow Development, Communications, and Volunteer colleagues for Successful integration of event-specific designs, video content, presentation slides, registration & payment software, run of show, and execution of program.
• Supervise efficient setups and breakdowns in partnership with the Facilities Manager and relevant partners to ensure smooth overall operations and use of park and Charlesbank spaces.
• Ensure all EA vendors and guests are properly (if not personally) welcomed and ushered.
• Build excellent processes, reports and strategies to increase and improve meaningful gatherings in and for the park that expand EA's capacity to connect more people to the Esplanade.

Qualifications

• B.A./B.S. or equivalent, with 5+ years exceptional event experience, ideally in a public or non-profit setting.
• Proven track record of reliability, punctuality, efficiency and tact, with ability to serve several people and distinct tasks simultaneously with grace.
• Demonstrable positive attitude, welcoming demeanor, customer service focus, and enjoyment of the public.
• Outstanding interpersonal skills and demonstrated ability to interface at all levels of an organization.
• Proficient in Microsoft Office Suite and basic accounting procedures for reconciliations and deposits.
• Attention to detail to deliver accurate monthly forecasts and annual budgets of revenue and expenses.
• Excellent creative, organizational and problem-solving skills to provide functional set-ups, innovative decor and enjoyable experiences.
• Creative ability/networks to deliver innovative function set-ups, décor & talent as unforgettable experiences.
• Experience with audio-visual (AV) systems is a plus.
• Familiarity with Boston's Esplanade and a passion for parks, recreation, open space and climate resilience a plus.
• Bilingual or multilingual skills a plus.