Wheeler Events Coordinator

Wheeler Events Coordinator

Coordinates hospitality and artist services duties for events hosted, presented, or produced by the Wheeler Opera House. Serves as the primary day-of-show contact and onsite support for artist hospitality needs, with an emphasis on delivering a professional, responsive, and exceptional artist experience that reflects the Wheeler Opera House's high standard of service. Supports event coordination and planning to ensure seamless and elevated experience for artists and guests.

Supervision Exercised and Received: Position works under the direct supervision of the Wheeler Events Supervisor. May provide onsite supervision to a part-time Events Representative when assigned.

Essential Job Functions:

Onsite Hospitality and Artist Services

• Reviews event details and prepares all greenroom and hospitality areas for events hosted, presented, or produced by the Wheeler Opera House, ensuring schedules and access information are posted, artist materials and amenities are set out, refreshments are stocked, spaces are clean and organized, and back of house support systems are fully operational.
• Provides onsite customer service and hospitality to artists and clients, including coordination with local restaurants and businesses to fulfill rider requirements and enhance the overall artist experience.
• Picks up and prepares hospitality items such as catering and refreshments, ensuring proper setup, presentation, and service readiness while adhering to Waste Less @ the Wheeler sustainability practices and actively supporting the venue's broader sustainability goals.
• Prepares artist/client spaces for rental events by removing or securing hospitality items, including food, beverages, merchandise, and guest book materials, unless otherwise directed. Prepares limited hospitality services such as coffee and tea as appropriate and coordinates with Events Supervisor regarding hospitality expectations and billing.
• Serves as primary onsite contact for artist services and hospitality, collaborating with Front of House, Box Office, Production, and Building teams to ensure seamless event execution and that all artist and event needs are met.
• Executes artist services-related financial responsibilities as directed, including delivery and secure handoff of payments to artist and/or artist's teams.

Artist Logistics and the Aspen Experience

• Arranges lodging, transportation, and hospitality for artists as directed by the Events Supervisor. Coordinates artist needs such as transportation, lift tickets, spa services, dining reservations, and other curated services to provide an exceptional Aspen experience.
• Maintains cleanliness, organization, and readiness of dressing rooms and backstage areas by resetting furniture, labeling dressing rooms, restocking service ware (plates, mugs, glassware, utensils), and ensuring all spaces meet Wheeler standards, while proactively exploring opportunities to improve the overall back-of-house experience for artists.
• Develops and strengthens partnerships with local restaurants, hotels, retail, and recreation businesses to curate and deliver an elevated, authentic "Taste of Aspen" experience for artists and guests, including coordinating amenities, services, and local offerings that reflect the unique nature of the Aspen community and enhance the artist's visit.

Administration and Fiscal Responsibility

• Responsible for the procurement, inventory, and upkeep of all hospitality items, including Taste of Aspen offerings, non-perishable snacks, non-alcoholic and alcoholic beverages, and coffee/tea service supplies. Ensures all items are stocked, maintained, and organized across back-of-house spaces.
• Maintains current and accurate event-related details in Momentus event management software to ensure effective communication, coordination, and execution across departments.
• Completes event estimates and settlements in a timely and accurate manner.
• Oversees inventory tracking and preparation of Wheeler merch items for general swag and artist gifts.
• Assists in relevant capital projects, RFPs, and procurement duties as needed.
• Maintains awareness of hospitality budgets and monitors spending to ensure cost-effective operations.
• Coordinates purchasing decisions with a focus on value, quality, and artist expectations.
• Supports financial processes related to artist services, including payment coordination and documentation
• Tracks and records artist services expenses, as directed by the Events Supervisor.

City Organizational Values

• Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions.
• Other duties as assigned.

Core Competencies: Displays the following key competencies in the overall job performance to include knowledge, skills, and abilities: Service: Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments. Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together. Stewardship: Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all. Innovation: Develops operational expertise to pursue innovative ideas and creative outcomes, grounded in Aspen's unique culture, opportunities, and challenges. Communication: Knowledge of effective and appropriate communication with a range of stakeholders and collaborators. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication. Interpersonal: Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization. Technology: Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation. Team Building: Works to build and maintain high performing teams to include appreciating differences and reinforcing a sense of belonging. Accountability & Trust: Follows through on commitments, takes responsibility for outcomes, and values relationships. Strategic Thinking: Works to bring a strategic focus to daily work, anticipates problems and considers solutions. Business Acumen: Demonstrates understanding of business processes, objectives, and goals. Emotional Intelligence: Ability to remain calm and resolve multiple challenges and/or requests in a responsible manner in a dynamic environments. Problem Solving: Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. Safety: Knowledge of policies, procedures, and strategies to promote safety operations relevant to the Wheeler Opera House.

Minimum Requirements: Education: High School Diploma or GED equivalent. Bachelor's degree in theatre, arts administration, hospitality management, business management, or related field is preferred.

Experience: At least two years of experience in customer service, event management, client management, arts administration, hospitality, or related fields. Experience in event management in a performing arts/live entertainment or high-end hospitality venue located in a resort or tourist destination is preferred.

Technical Knowledge: Must be proficient with Microsoft Word, Excel, PowerPoint, and Outlook (Email). Must have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms.

Licenses & Certifications: Must possess a valid Colorado Driver's License or be able to obtain one within 30 days of start date.

Preferred Candidate: Experience with special events coordination/ administration in a resort destination. Must have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms.

Note: Any combination of experience and education that would likely provide the required abilities, knowledge, and skills as determined by the City of Aspen may be substituted for the requirements above.

Note: This position requires a Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check.

Position Type and Work Hours: - Regular full time, hours vary with workload. - Evenings/Weekends will frequently be required depending on department needs and event calendar. Work on Holidays may occasionally be required.

Work Environment: - Performing arts center environment, including a regular need to climb stairs, have exposure to noise and vibration, or spend extended hours in darkness or limited lighting. - Outdoors/Off-Site: Meetings, special events, and trainings.

Physical Demands:

Visual Acuity: Ability to bring objects into focus.

Balancing: Maintaining equilibrium.

Bending: Bending or position oneself to move an object from one level to another.

Carrying: Transporting or moving an object.

Crouching: Bending body downward and forward by bending leg and spine.

Climbing: Ascending or descending stationary objects.

Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.

Gripping/Grasping: Ability to apply pressure with fingers and palm.

Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.

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