Special Events Manager

The Paramount Theatre/Aurora Civic Center Authority (ACCA), an innovative organization located on Stolp Island in the Fox River in the heart of the richly diverse community of historic Aurora, Illinois (one hour from downtown Chicago), is seeking a full-time Special Events Manager. ACCA is the parent organization, which also includes a 501(c)3 arm under the name of Paramount Arts Centre, Inc. It operates four performance venues: the 6,000-person RiverEdge Park, the 1,843-seat landmark Paramount Theatre, the 165-seat, newly renovated Copley Theatre, and the brand new Stolp Island Theatre: a 9000 square foot development that includes an intimate 98-seat 4600 square foot theater. ACCA produces and presents over 500 performances each year, including star-studded touring productions, a self-produced Broadway Series of musical sc (which has the largest theater subscription base in the country) and an intimate experience of Million Dollar Quartet for an annual audience of 350,000 patrons from over 250 communities. ACCA proudly operates the Paramount School of the Arts in the new John C. Dunham Aurora Arts Center, right next door to Paramount Theatre in downtown Aurora. Paramount Theatre also hosts free community events, $1 Classic Movie Mondays and its opulent interiors provide a spectacular backdrop for private functions such as wedding receptions or corporate galas. Across the street from Paramount Theatre are the gorgeous Meyer Ballrooms, which play host to multiple wedding receptions and rental events throughout the year. making the performing arts accessible for every age and socioeconomic background, introducing the magic of live theater across generations to encourage expansive imaginations and broad views of people and the world, and contributing to the future stability and growth of Aurora’s downtown. The Paramount Theatre/Aurora Civic Center Authority (ACCA), an innovative organization located on Stolp Island in the Fox River in the heart of the richly diverse community of historic Aurora, Illinois (one hour from downtown Chicago), is seeking a full-time Special Events Manager. ACCA is the parent organization, which also includes a 501(c)3 arm under the name of Paramount Arts Centre, Inc. It operates four performance venues: the 6,000-person RiverEdge Park, the 1,843-seat landmark Paramount Theatre, the 165-seat, newly renovated Copley Theatre, and the brand new Stolp Island Theatre: a 9000 square foot development that includes an intimate 98-seat 4600 square foot theater. ACCA produces and presents over 500 performances each year, including star-studded touring productions, a self-produced Broadway Series of musical sc (which has the largest theater subscription base in the country) and an intimate experience of Million Dollar Quartet for an annual audience of 350,000 patrons from over 250 communities. ACCA proudly operates the Paramount School of the Arts in the new John C. Dunham Aurora Arts Center, right next door to Paramount Theatre in downtown Aurora. Paramount Theatre also hosts free community events, $1 Classic Movie Mondays and its opulent interiors provide a spectacular backdrop for private functions such as wedding receptions or corporate galas. Across the street from Paramount Theatre are the gorgeous Meyer Ballrooms, which play host to multiple wedding receptions and rental events throughout the year. making the performing arts accessible for every age and socioeconomic background, introducing the magic of live theater across generations to encourage expansive imaginations and broad views of people and the world, and contributing to the future stability and growth of Aurora’s downtown. DEPARTMENT - Special Events DIRECT REPORTING - Special Events Director WORKS CLOSELY WITH - Assistant Director of Special Events, Event Managers, Sales & Marketing Event Manager, Event Coordinators, and Banquet Crew. POSITION STATUS & SCHEDULE - Full-time exempt; hours vary and require regular evening and weekend availability and are event dependent. COMPENSATION - Salary range is $54,000 to $58,000 with an excellent benefits package including health, paid time off, and 401k with employer match. BENEFITS INFORMATION - Excellent benefits package includes health, dental, vision, and group life insurance, 401k, and paid time off. HIRE DATE - Immediate POSITION SUMMARY - The Special Event Manager is responsible for working closely with clients and colleagues to determine event-specific details and be the on-site day-of event manager to ensure that all aspects of the event are planned and properly executed. As a secondary role they will generate and drive event sales such as social gatherings, weddings, meetings, and performances. KEY RESPONSIBILITIES - This position is full-time, with a schedule that varies weekly based on special event volume, client meetings, and business needs. This position is required to work evenings, weekends, and holidays, as determined by upper management and special event needs. Availability required for booked client consultations, outside of business hours. Work closely with clients to acquire and confirm all event details such as layout, timeline, etc. Assist Special Events Director with managing Event Coordinators, Event Coordinator Assistants, and banquet crew, which includes training and scheduling. Ensure that all events run smoothly and efficiently. Act as the client liaison by advancing event details and being the on-site point of contact for the client's day-of event, track the event timeline, confirm any changes, and ensure service appropriately matches the contract. Have a complete working knowledge of ACCA’s standard operating procedures and event protocol, including concession policies and money handling policies, after initial training. Utilize event details to create custom floor plans and event sheets to be distributed throughout the organization. Gather final event information, including guest count, beverages, special orders, and floor plans. Coordinate event details with clients and colleagues after the contract is signed. Coordinate special order requests and additional liquor needs per event with the Front of House team. Evaluate and order all products and rental items needed from 3 rd party vendors (i.e., linens, chairs, sparklers, etc.). Coordinate information with 3 rd party companies (i.e., event caterers, valet, and vendors). Assist with vetting outside catering and entertainment vendors. Communicate all signage needed for events to the Marketing department. Communicate with the Special Events Director and other personnel concerning the set-up and removal of all necessary tables, chairs, podiums, etc. for all rental events. Assist with physical set-up and tear-down of all rental events, as needed. This includes set-up and tear-down of tables, chairs, podiums, etc. Coordinate and manage all staffing needs with various departments before events, as well as manage all staff during and after events, including bar staff, security, janitorial, and banquet crew. Wash, dry, and fold in-house linens and keep inventory of all in-house items used for events. Conduct post-event evaluation with appropriate staff as well as post-event closeout documentation. Manage a point of sales system and provide reports, as needed. Change the Paramount Theatre marquee before and after events, as needed. Complete tasks with attention to detail. Confirm invoice/billing information for clients and vendors is correct and up to date – ensure all products ordered for events are correctly allocated. Demonstrate knowledge of Wedding and Event contracts. Stay informed about industry trends, competitor activities, and market developments to identify new opportunities and maintain a competitive edge. Handle Emergency Evacuation and First Aid for all event guests. Assist in creating, planning, and executing in-house events. Actively upsell additional service options by maintaining consistent and effective sales tactics. Respond to booked client leads within 24 hours; assist with responding to initial inquiry leads within 24 hours, as needed. Attend weekly meetings with the full Events Team to discuss current and future events. Assume necessary duties in the absence of department team members as needed. Assist with Front of House and Back of House duties at Paramount Theatre, Copley Theatre, Stolp Island Theatre, and RiverEdge Park. All other duties as assigned or needed. SECONDARY RESPONSIBILITIES - Provide initial date availability for inquiries, including pricing and package options, potential bookings via phone, e-mail, and walk-ins. Event execution is the primary focus for this position; tours are secondary. Assist the Special Events Sales & Marketing Manager in collecting and processing contracts and payments from clients. Assist in social media, content creation, and posting to social media platforms during events. In addition to the duties listed above, ACCA expects the following of each employee: adheres to ACCA’s policies and procedures; works in a safe manner; performs duties as workload necessitates; maintains a positive and respectful attitude; communicates regularly with supervisor about department issues; demonstrates efficient time management and prioritizes workload; demonstrates regular and consistent attendance and punctuality; meets productivity standards; participates in ACCA events as needed or required; and completes other duties as assigned. REQUIRED EXPERIENCE, SKILLS, and ABILITIES - Must have open availability - including nights, weekends, and holidays Ability to work approximately 40-48 hours per week, with regular nights and weekends, including long shifts and late nights (5) years of event management experience. Previous event planning, sales, administrative, and customer service experience. Be the on-site point of contact throughout the entire event . Ability to handle and keep track of multiple projects simultaneously. Problem-solve and react to change productively and professionally. Ability to sustain physical activity when pushing carts, setting up the event spaces, and remaining on feet for long periods. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Proficient in all Microsoft Suites and Google Docs. Must be positive, enthusiastic, and creative with attention to detail. Must always remain professional in appearance and communication while representing ACCA. Must have excellent organizational, interpersonal, and verbal communication skills. Bilingual English & Spanish is a plus. Must have the ability to interact with guests, staff, and colleagues and resolve problems and conflicts in a diplomatic and tactful manner. Must have or obtain the Illinois Liquor Control Commission BASSET Certification (may be completed upon hiring at the cost of the applicant). Must have or obtain the State of Illinois Department of Public Health Food Service Manager Certification (may be completed upon hiring at the cost of the applicant). Must have or obtain Crowd Control Management certification (may be completed upon hiring at the cost of the applicant). This job may or may not have supervisory responsibilities. Ability to work outdoors during RiverEdge Park season and in inclement weather. We are a collaborative, small team that values versatility and shared responsibility. Successful candidates will bring a positive, can-do attitude and a willingness to step in and support team priorities as needed. PREFERRED EXPERIENCE, SKILLS, and ABILITIES - Motivated, self-starter who can take minimal directions and see an event from start to completion. Organized so that all details of events are coordinated and managed. Ability to work strategically and collaboratively across departments. Able to assess a situation and proactively manage problems. Able to handle a fast-paced environment. Responsive and considerate of all customers’ needs. Knowledge of how to use social media to drive sales: Primarily Instagram and Facebook. Experience in creating and publishing content on TikTok, LinkedIn, and Pinterest is a plus. Proficient in Illustrator, Canva, Excel, and CRM Systems. ACCA is an Equal Opportunity Employer committed to creating a diverse and inclusive environment, and applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability status, marital or familial status, veteran status, or any other characteristic protected by law. ACCA encourages people of all backgrounds to apply, including people of color, women, LGBTQ individuals, people with disabilities, veterans, and others who are eager to help us achieve our vision of a diverse and inclusive community. ACCA participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, ACCA is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating the employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. Paramount Theatre - Aurora Civic Center Authority Additional Postings available from Paramount Theatre #J-18808-Ljbffr Bataviachamber