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Associate Manager of Events At Jamestown Management Corporation

Location: Boston, Massachusetts

Job Description

The Associate Manager is responsible for sourcing, planning, coordinating, and implementing events, along with managing several events spaces, at the Innovation & Design Building (“IDB”), a large-scale redevelopment project in Boston’s Seaport district.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

  • Bachelor’s Degree in marketing, design, communications or a related field of study from an accredited university; and
  • Three to five years of related experience; and
  • Working knowledge of current design trends in events and food & beverage; and
  • Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
  • Prior experience with an event planning firm preferred.

ESSENTIAL JOB FUNCTIONS:

1. Sources, plans, coordinates, and implements property events from concept to execution, including:

  • Oversees all event-related activities in four categories:

o Outside, revenue-generating events in event rental spaces and common areas

o Events at the Boston Design Center (BDC) designed to enhance BDC tenant success

o Property-level tenant events and activations

o Sources large events from the community

  • Concepts and plans events, with guidance from Creative & Marketing Manager
  • Sets and adheres to event budgets
  • Creates and maintains event planning and run-of-show spreadsheets
  • Performs event research
  • Performs vendor research and outreach, obtaining quotes for services and collateral (i.e., procures vendors and artists for events)
  • Creates and obtains vendor booking agreements, from outreach through execution, including collection of required information/forms and proof of insurance
  • Procures furniture, fixtures, and equipment for events
  • Procures event décor, food/drink items, collateral pieces, promotional items, etc
  • Leads event sponsorship efforts as applicable
  • Meets vendors on site during installations to
  • Creates social media content
  • Works with Creative & Marketing Manager and Public Relations professionals on event-related PR, as applicable
  • Photographs or films events (or engages third parties) as needed
  • Writes detailed event recaps and sends to team members following each event

2. Manages multiple event spaces


  • Manages entire event space rental/reservation process
  • Fields requests for event space reservations from IDB tenants as well as outside parties (event companies, wedding industry professionals, etc.) and determines whether requested events can be accommodated at IDB
  • Creates and obtains event space booking agreements, from outreach through execution, including collection of required forms and proof of insurance
  • Conveys rules for using event space to the person/organization reserving it
  • Tracks and obtains payment for event booking, including collection of deposit and remaining balance
  • Coordinates logistics of events in each space:

o Oversees and maintains checklists for proper load-in and load-out for all events, working with property management and security teams

o Helps event organizer coordinate deliveries

o Ensures coordination with security team

o Facilitates use of freight elevators and other access methods, as needed

  • Preps spaces for next event
  • Maintains all event files, including security logs

3. Coordinates production and distribution of event and event space marketing materials, including flyers, brochures, packets, and other promotional items

4. Proofreads marketing collateral, advertisements, etc.

5. Provides taste-making suggestions in the events/food & beverage/art industry

6. Travels locally in search of new and creative ideas for events and tenants

7. Frequently works after hours and on weekends for events

8. Performs basic accounting functions



IMPORTANT JOB FUNCTIONS:

  • Performs other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:


Knowledge of:

  • All computer applications (Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Adobe Acrobat, etc.) and hardware related to performance of the essential functions of the job
  • Event planning and implementation
  • Budgeting and business planning
  • Marketing and branding

Skill in:

  • Communicating ideas clearly and quickly – verbally, graphically and in writing
  • The ability to meet deadlines, prioritize and accomplish work in order of priority
  • Professionally maintaining composure & effectiveness under pressure and changing conditions
  • Being flexible and adaptable to changing timelines and needs
  • Directing production crews
  • On-the-fly decision making and improvisational skills
  • Project management
  • Proofreading and editing documents
  • Self-motivation and collaboration.
  • Conflict management resolution
  • Problem solving