Event Services Supervisor

Job Description

Job Description:\n\n Job Title: Event Services Supervisor Department: Hospitality Reports to: Associate Director, Events Status: Full-Time, Exempt Work Location: Fully Onsite | The Smith Center Salary Range: $55,000 - $58,000 Summary of Duties and Responsibilities The Event Services Supervisor reports to the Associate Director, Events and is responsible for coordinating and supporting the planning and execution of rental, special, and in-house events at The Smith Center. This role facilitates day-to-day operational and administrative functions to ensure seamless event delivery, including logistics coordination, stakeholder communication, and on-site execution. The Event Services Supervisor provides direct oversight of hospitality and events on-call staff during events, ensuring service standards, operational efficiency, and a high-quality guest experience. This position partners closely with the Associate Director, Events and Senior Director, Hospitality to support departmental initiatives, uphold operational standards, and contribute to the overall success of events. Essential Duties and ResponsibilitiesRespond to incoming event inquiries and support ongoing communications, ensuring timely follow-up, accurate information, and consistent coordination throughout the event planning process. Serve as a primary point of contact for clients, guests, vendors, internal departments, and government to support event planning and execution, ensuring alignment with operational requirements, permits and compliance standards. Coordinate all event logistics from initial inquiry through execution, including gathering event details, developing run of show timelines, securing Certificates of Insurance, tracking payments, and identifying required permits.Input, maintain, and manage all event details, contracts, and documentation within Momentus Elite, ensuring accuracy and alignment across departments.Collaborate cross-functionally with Technical, Security, Parking, Housekeeping, Engineering, Guest Services, and catering partners to coordinate staffing, equipment, and operational needs for all rental, in-house and special events.Create and maintain event floor plans and diagrams using the designated diagramming platform to support event execution.Coordinate and support client site tours, providing accurate information and a high level of customer service.Prepare and distribute event-related reports and communications, including monthly event summaries for Operations, and support invoice processing and tracking.Coordinate the scheduling of event staff for upcoming events in partnership with external staffing vendor, ensuring appropriate coverage and alignment with event operational needs. Maintain organized and up-to-date electronic filing systems, including client records, contracts, financial documentation, and event materials.Monitor and maintain department inventory and event-related equipment, including but not limited tables, chairs, cushion covers, table skirts, office radios, portable lighting console monitors, ensuring readiness and proper utilization.Anticipate, identify, and proactively resolve potential operational challenges by collaborating with Hospitality leadership and internal departments as necessary.Provide on-site supervision and direction to hospitality and events on-call staff during event execution, including assigning tasks, monitoring performance, ensuring adherence to service standards, and maintaining accurate timekeeping. EXECUTION OF EVENTS Partner with Catering and Food & Beverage teams to coordinate event logistics, meal service, operational readiness, and event execution while ensuring a seamless guest experience and adherence to operational standards.Coordinate and oversee event load-in, setup, execution, and teardown, ensuring all activities align with permit and licensing requirements, contractual obligations, and The Smith Center’s safety and building standards, and venue policies.Provide on-site supervision and direction to hospitality and events on-call staff during event execution, including assigning tasks, monitoring performance, ensuring adherence to service standards, and maintaining accurate timekeeping with timely submission of staff hours to external vendor. Serve as on-site lead or support during events to ensure seamless operations, high-quality guest experience, and effective issue resolution.Complete post-event responsibilities, including documentation, client follow-up, surveys, and internal debrief notes.Support the Associate Director, Events and Senior Director, Hospitality with additional projects, initiatives, and operational needs as assigned.Maintain regular, reliable, and punctual attendance.Perform other duties as assigned within the scope of the position. Required Education and ExperienceThree or more years of experience working in the field of live entertainment, event management, hospitality, performing arts, or a related field, with demonstrated capability in planning and executing events.Bachelor’s Degree in Hospitality Management, Event Management, or a related field preferred, or an equivalent combination of education and relevant experience.Experience working in a venue, performing arts center, convention center, hotel, or similar event-driven environment preferred.Minimum 1 year experience supervising and directing staff and contracted workers in an event, hospitality, or operational setting, including on-site event execution and team coordination preferred.Working knowledge of event logistics, permitting, contracts, and vendor coordination. Required Skills & Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are general guidelines based on the minimum experience, knowledge, skill, and or ability required. Individual abilities may result in some deviation from these guidelines. To perform effectively in this position, the incumbent must have:Excellent verbal and written communication skills, with the ability to communicate effectively with clients, vendors, leadership, and cross-functional teams.Strong interpersonal and relationship-building skills, with the ability to work effectively with individuals across varying roles, styles, and backgrounds.Superior organizational and project coordination skills, with the ability to manage multiple events and competing priorities simultaneously.Demonstrated ability to plan, coordinate, and execute events with a high level of accuracy and attention to detail.Ability to problem-solve in real time, anticipate challenges, and implement effective solutions in a fast-paced environment.Strong critical thinking, decision-making skills, exercise sound judgment, and work both independently and collaboratively within a team environment.Proven ability to work under pressure, meet deadlines, and adapt to changing priorities and operational needs.Ability to establish priorities, work independently, and execute objectives with minimal supervision.Ability to interpret, track, and manage event-related data, including schedules, budgets, and logistics details.Working knowledge of event operations, logistics coordination, and customer/guest service standards.Ability to follow and uphold organizational policies, procedures, and operational standards.This position requires the ability to work varied shifts and extended hours, including evenings, early mornings, weekends, and holidays, to meet operational needs.Some working knowledge of Fire Life Safety, NAFP, OSHA, Occupancy, and other code enforcement agencies.Understanding of basic principles and practices of event management and crowd management. Must be 21 years of age.Must be legally authorized to work in the United States. Computer SkillsProficient in Microsoft Office Suite, including Outlook, Word, and Excel (experience with spreadsheets, tracking tools, and reporting).Experience with event management systems (e.g., Momentus Elite, VenueOps, or similar platforms) preferred.Experience with event diagramming software (e.g., EventDraw, Social Tables or similar) preferred.Ability to quickly learn and adapt to new systems and technology platforms. Other Skills and AbilitiesDesire to work as a team player and assist when and where needed.Demonstrates a high level of professionalism, reliability, and accountability in all aspects of work.Maintains a professional presence and demeanor, representing The Smith Center in a positive manner.Ability to handle sensitive and confidential information with discretion and sound judgment.Strong team-oriented mindset, with a willingness to support team members and operational needs as required.Demonstrates initiative, adaptability, and a willingness to take on new challenges in a dynamic environment.Desire and ability to accept all levels of challenges. Physical Job Requirements The physical requirements and demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.This position will require sitting for long periods, as well as frequent standing, bending, and walking. Ability to work and frequently move throughout the facility, navigating a variety of event and operational environments, including event spaces, venues, backstage and back-of-house areas, production spaces, loading docks, outdoor event areas, kitchens, pantries, storage areas, and other operational locations as needed to support and coordinate event operations.Ability to regularly lift, carry, push, and/or move items up to 50 pounds or more, with or without assistance.Ability to frequently bend, reach, twist, stoop, crouch, kneel, and balance while performing job duties in varying work environments, including confined or crowded spaces.Ability to bend at the waist and lift items overhead.Ability to use fine motor skills, including frequent use of hands and fingers for typing, handling equipment, and operating office and event-related tools.Ability to operate standard office equipment, including computers, tablets, and mobile devices.Ability to communicate effectively in person, over the phone, and via two-way radio for extended periods of time during event operations.Specific vision abilities required include close vision, distance vision, peripheral vision, and the ability to adjust focus.Possess sufficient hearing ability to receive, interpret, and respond to radio communications, verbal communication, auditory signals, and environmental sounds.Ability to work in a dynamic event environment that may include exposure to loud noise levels, theatrical lighting (including strobe effects), frequent radio and phone communication, and environmental conditions such as dust, grease, smoke, fumes, noxious odors, gases, and potential mechanical and electrical hazards.Ability to work in varying environmental conditions, including exposure to outdoor weather such as heat, cold, or inclement conditions, depending on event needs.Ability to safely operate a motor vehicle, if required, to support event-related needs. Certificates, Licenses, Registrations Must be able to qualify for licenses and permits if required by federal, state, and local regulations during the course of employment.Possess a valid driver’s license with a clean driving record. The above job description is meant to describe the general nature and level of work being performed; it is not intended to be constructed as an exhaustive list of all the responsibilities, duties, and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. Pay Transparency To encourage pay transparency, promote pay equity, and proactively address regulations, The Smith Center for the Performing Arts will comply with all applicable state or local laws or regulations that require employers to provide wage or salary range information to job applicants and employees. The base annual salary range for this full-time and exempt position is $55,000 - $58,000 plus benefits, including insurance plans as applicable. Our salary ranges are determined by role, level, and scope of responsibilities. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position. Within the range, individual pay is determined by key factors such as work experience, skills, abilities, and job-related education and training. With a career at The Smith Center for the Performing Arts, you really benefit! We offer:Creative and collaborative work cultureCompetitive compensationComprehensive health, dental, and vision insurance plansEmployee Assistance Program- including counseling, wellness programs, and financial support services.Flexible Spending Account (FSA) & Health Savings Account (HSA) options to help you save on eligible medical expenses with pre-tax dollars.Generous Paid Time Off PlanPaid Holidays and Personal Holiday Time401(k) retirement savings plan eligibility on your start date with employer matchEmployer-paid disability insurance coverageSupplemental benefits are offered such as accident, critical illness, hospital indemnity coverage, pet insurance, and employee-only discounts.Safe and paid parking on-siteTraining and career growth opportunitiesExclusive early access, employee discounts, and complimentary tickets to world-class performances and events.Discounts on Starbucks products and merchandise Limitations and Acknowledgments The Americans with Disabilities Act requires that reasonable accommodations be made for qualified individuals to help perform the required duties and tasks of the position. Reasonable accommodation is available for qualified individuals with disabilities upon request. Equal Opportunity Employer Statement The Smith Center for the Performing Arts (TSC) is an Equal Opportunity Employer and provides equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, citizenship, genetic information, disability, protected veteran status, age, or any other legally protected characteristic. This policy applies to all aspects of employment, including recruitment, hiring, transfers, promotions, termination, layoffs, leaves of absence, compensation, benefits, training opportunities, internships, and all other terms and conditions of employment.