Manager of Special Events

REPORTS TO: Director of Development

WORK SCHEDULE: Part-Time (not to exceed 30 hours), with expectation for full-time as position evolves

LOCATION(S): Gaylord-Pickens Museum, home of the Oklahoma Hall of Fame, and satellite locations

FLSA STATUS: Non-Exempt

The Manager of Special Events is an integral part of the Oklahoma Hall of Fame team. This position is responsible for all event revenue generation through the solicitation and booking of non-Oklahoma Hall of Fame-sponsored events. Desired candidates are active in the event planning community, goal-oriented, talented in negotiations, and possess strong sales and customer service experience. Wedding event experience preferred, but not required.

  • Generate new event clients through inbound inquiries and referrals while demonstrating a strong closing ratio. When safe to do so, outside sales and networking through OSAE, MPI and other event- driven organizations will be incorporated into roles and responsibilities.
  • Attend local bridal fairs and meeting planner events to promote and raise awareness of the Gaylord-Pickens Museum as a venue.
  • Manage all relationships with exclusive catering, valet partners, and third-party vendors, including documented calls to confirm details, booking confirmations, and to secure referrals.

  • Facilitate introduction of Special Event Concierge to client(s)/event planner.

  • Generate detailed banquet event orders (BEOs) to ensure proper set-up, use of equipment, and readiness of building. Responsible for clearly communicating all event details to appropriate departments.

  • Possess basic knowledge of local lodging, attractions, and destinations.

  • Work with Building Operations and Special Event Concierge team to create and manage communication processes that provide a high-touch, exceptional customer service experience for all customers and their guests.

  • Work with Director of Development to create long-term relationships with social and corporate clients to create partnerships for programs of Oklahoma Hall of Fame and Gaylord-Pickens Museum.

  • Work with Director of Communications and Marketing to create Event Department promotions plan for the Gaylord-Pickens Museum.

  • Prepare monthly sales reports and revenue forecasts.

  • Work with Director of Development to create and monitor annual budget for event revenue and expenses.

  • Manage and execute all in-house meetings and events of the Oklahoma Hall of Fame/Gaylord-Pickens Museum.

  • Be available to train Special Event Concierge and work, as needed, special events.

REQUIREMENTS:

  • Leadership, Personnel Management, and Team Development
  • Comfortable speaking to Board of Directors and other community groups
  • Strong Interpersonal Skills with the ability to anticipate the needs of clients/vendors.

  • Working knowledge of Microsoft Office Software

  • Ability to work well in a team-focused environment

  • Working Knowledge of Triple Seat booking/client management and All Seated Event Software or similar product preferred—ability to work in Canva is a plus

  • Strong grasp of internal processes development and effective interdepartmental communication

  • 5+ years sales experience

  • Customer Service-driven

  • Self-starter

  • Detail oriented

  • Ability to work independently as needed

PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to sit and stand; must have visual acuity to read and draft reports, memorandums, and other printed matter; and must be able to lift up to 50 pounds.

WORK ENVIRONMENT: The employee will work year round in both an office environment and outdoors. The noise level in the work environment varies from quiet to loud; situations characteristic to working with school-age children are common; and travel to other sites within the metropolitan area and to rural communities statewide are possible.

The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.

TO APPLY FOR THIS POSITION: