Events Manager

Job Description

Job Description

Description:

Job Purpose

The Events Manager will oversee the planning, coordination, and execution of both on-site and off-site events. This role involves managing innovative projects, catering, and other large events that support the organization's mission, ensuring each event is impactful, well-organized, and aligned with our goals of ending hunger and food insecurity.

Essential Job Functions

The following duties are considered essential functions of this position. Other duties may be assigned as needed.

• Responsible for all event planning activities, including vendor contracts, budgeting, logistics, communications, and ordering, coordinating with outside vendors (AV, décor, floral, etc.) as needed for events.
• Oversee the Senior Congregate Meal program, including direct supervision of two Congregate Meal Coordinators who work on-site at meal locations daily, approving payroll, conducting performance reviews and one-on-ones, and setting goals for direct reports.
• Own and operate Three Square's primary meeting and event spaces, maintaining working knowledge of available equipment, basic kitchen equipment, and basic AV systems.
• Collaborate with colleagues and leadership, including Marketing and Philanthropy, to develop and execute annual signature and special event strategies that expand the reach and cadence of the special events program and engage donors.
• Work closely with the Executive Chef and kitchen staff to create menus and appropriate pricing for on-site catering and events.
• Maintain Banquet Event Orders (BEOs), invoices, and master booking calendars; generate and update BEOs in the system as needed; and prepare the BEO packet for weekly meetings.
• Own and manage the recurring calendar and execution of internal on-site events, including employee lunches, breakfasts, board meetings, and executive meetings, ensuring internal executive BEOs are handled with professionalism from meal service through clearing of dishes.
• Manage and supervise full-time, part-time, on-call, and volunteer staff for event operations, setup, and strike, including directing volunteers and temporary staff to ensure proper table styles and layouts (rounds, 8-foot classroom, etc.).
• Assist in creating event floor plans and flow to ensure event spaces are set up in accordance with Three Square standards.
• Reference on-site event orders and execute or oversee setup, service, and strike as necessary, setting up venues as directed by the Executive Chef.
• Reach out to clients regarding contracted events within two weeks of the event to finalize details and guest count.
• Connect with prospective volunteer groups and coordinate catering, event, and meeting space offerings for prospective users and partners.
• Serve as liaison to congregate meal venue and site partners.
• Partner with the Grants team to ensure congregate meal programming remains compliant with grant requirements, and develop and maintain programming appropriate for the senior community served.
• Work with the Volunteer team to ensure adequate volunteer staffing for congregate meal service.
• Provide on-site coverage and support at congregate meal sites as needed.
• Work with the Executive Chef to review outstanding invoices and create purchase orders to ensure prompt payment to vendors, following up with the Accounting department to confirm payments are received so BEOs can be applied in the system.
• Assist in the development of professional relationships with corporations, foundations, and organizations, promoting the mission and vision of Three Square.
• Support logistics for large specialty events in partnership with the Specialty Events Manager.
• Serve on the organization's Social Committee, including organizing holiday activities, employee engagement initiatives, and other similar efforts.
• Coordinate with kitchen staff as needed to ensure buffet lines and food trays remain stocked during events.
• Conduct post-event procedures and any other necessary communication following a banquet or off-site event.
• Travel to multiple sites and locations as required.
• Manage confidential information.
• Maintain regular and consistent attendance with flexibility of schedule, including occasional nights and weekends.
• Perform other duties as assigned.

Education & Experience Requirements

• High school diploma or equivalent required.
• Previous banquet experience working with rental facilities preferred.
• State-applicable health and/or alcohol compliance card required (may be obtained after hiring).
• Knowledge of nonprofit services with donor interaction required.
• Experience with Event Management Systems preferred.
• Additional education may be substituted for experience, and educational qualifications may be waived depending on work history.

Skills & Abilities

• Excellent verbal and written communication skills, including the ability to communicate clearly and persuasively in various situations.
• Ability to manage multiple projects with attention to detail, handle interruptions, and produce accurate work under pressure.
• Ability to apply sound judgment to solve problems and identify when something is wrong or likely to go wrong.
• Ability to establish and maintain effective working relationships with diverse stakeholders.
• Demonstrates professionalism, compassion, and a passion for community members impacted by our organization.
• Must be a team player who displays a positive attitude and maintains a clean, neat, professional appearance.
• Ability to learn and execute the operation of basic audiovisual equipment as needed for on-site events.

Physical Requirements

The physical requirements listed are representative of those needed to successfully perform the essential duties of this position. In accordance with the Americans with Disabilities Act (ADA), Three Square will provide reasonable accommodations to qualified individuals with disabilities, absent undue hardship, to enable them to perform the essential functions of the role.

• Ability to stand and walk for extended periods of time on hard and, at times, wet kitchen flooring.
• Ability to use hands and fingers continually for food preparation, chopping, mixing, plating, and operating kitchen equipment.
• Ability to bend, stoop, kneel, crouch, and reach frequently while preparing food and accessing storage areas.
• Must be able to lift, carry, and move objects up to 50 pounds, including food products, supplies, and kitchen equipment.
• Ability to safely operate and work near commercial kitchen equipment, including ovens, stoves, slicers, mixers, and dishwashing equipment.
• Ability to tolerate exposure to heat, steam, cold storage temperatures, and strong food odors for extended periods.
• Close vision required to read labels, recipes, and safety information; ability to distinguish differences in food quality, temperature indicators, and expiration dates.
• Ability to talk, hear, and smell continually, including the ability to detect spoiled or unsafe food products.
• Must be able to safely wear required personal protective equipment (PPE), such as hairnets, gloves, aprons, and non-slip footwear, for extended periods.

Work Environment

• Work is performed primarily in a commercial kitchen and food production environment, with exposure to hot equipment, open flames, steam, and varying temperatures.
• May frequently enter and exit walk-in coolers and freezers, with exposure to extreme temperature variations.
• The work environment can be loud due to kitchen equipment, ventilation systems, and food production activity.
• Workspace may be wet or slippery due to food preparation, washing, and cleaning activities.
• Exposure to food allergens, cleaning chemicals, and sanitation agents used in food safety procedures.
• Occasionally exposed to outdoor weather conditions when receiving deliveries or moving between the kitchen and warehouse areas.

Why You Will Love Working Here

Joining Three Square means becoming part of a community-driven mission where your work truly matters, and where together, we can feed everyone. Every task you do, big or small, directly contributes to our mission of pursuing a hunger-free community. You will be a part of a team that shows up for our neighbors, works alongside dedicated program partners, and sees the tangible impact of their work reflected in the lives of the people we serve.

What Benefits Do We Offer?

Pay & Financial Wellness: Competitive pay and free Financial Advice Services through Forthright Partners - because your financial health matters beyond your paycheck.

Time to Recharge: We offer a generous PTO package, plus 16 paid holidays and 1 floating holiday, so you can show up as your best self.

Health & Wellbeing: Medical, Dental, Vision, Life, Short-term and Long-term Disability insurance with 100% employer-paid premiums for employee-only coverage, optional supplemental coverage including Accident, Critical Illness, Voluntary Life, and Pet Insurance, and company-paid access to an Employee Assistance Program (EAP) for when life gets complicated.

Plan for the Future: A 403(b) Retirement Savings Plan with up to 3% employer match to help you build the financial future you deserve.

And So Much More: This is just the beginning! We're always looking for new ways to support our team!

Three Square is an equal opportunity employer.