PRIVATE EVENTS MANAGER

Job Description

Job Description

Position Overview:

The Private Events Manager is a full-time employee of Stan Hywet Hall & Gardens hired by the President & Executive Director upon the recommendation of the Events Director. The Private Events Manager, is a key member of the Stan Hywet Hall & Gardens team responsible for driving revenue and cultivating exceptional visitor experiences through the successful planning and execution of a diverse portfolio of private events. This dynamic role requires a strategic and results-oriented individual with a passion for hospitality, a keen understanding of the events industry, and a commitment to delivering high-quality, memorable experiences for all guests. The Manager will lead the development and implementation of a comprehensive private events strategy, actively solicit and book a variety of events, including weddings, corporate functions, and social gatherings, while cultivating strong relationships with clients and key industry contacts. They will plan and execute all aspects of these events, ensuring seamless coordination with internal departments to deliver flawless experiences that exceed client expectations while respecting the historic integrity of the estate. This position requires close collaboration with the Public Events team and all staff across the property to ensure a cohesive and seamless visitor experience that aligns with Stan Hywet's mission and contributes to the overall success of the organization.

Essential Duties and Responsibilities:

1. Exhibit a professional attitude when working with the public, volunteers, and staff.
2. Demonstrate and support a culture of diversity, equity, access, inclusion and belonging.
3. Manage private events including staff, organizational goals, and budgets.
4. Develop and implement a comprehensive private events strategy. This includes identifying and pursuing new market segments, developing competitive pricing structures, and establishing strong relationships with key stakeholders (e.g., wedding planners, corporate event planners).
5. Actively solicit and book private events. This includes conducting site visits, preparing proposals, negotiating contracts, and closing sales for a variety of events, including weddings, corporate functions, social gatherings, and other special occasions.
6. Plan and execute all aspects of private events with staff, interns and volunteers.
7. Develop detailed event plans, including timelines, budgets, staffing requirements, and risk assessments.
8. Collaborate with internal departments to ensure seamless event execution.
9. Oversee all aspects of event logistics with team.
10. Ensure the timely and accurate processing of all event-related paperwork.
11. Build and maintain strong client relationships. Provide exceptional customer service throughout the entire event planning process, from initial inquiry to post-event follow-up.
12. Manage event budgets and finances. Track event revenue and expenses, manage budgets effectively, and ensure profitability for all private events.
13. Ensure exceptional visitor experiences.
14. Prioritize visitor satisfaction and ensure that all private events are executed flawlessly and exceed client expectations.
15. Ensure that all events are conducted in a manner that is respectful of the historic estate and its surrounding environment.
16. Incorporate DEIA principles into all aspects of event planning and execution, ensuring a welcoming and inclusive experience for all visitors.
17. Collaborate with the Public Events team to ensure a cohesive and seamless experience for all visitors, both private event guests and the general public.
18. Collaborate with all staff across the property: Work closely with staff across all departments to ensure that all private events align with Stan Hywet's mission and contribute to the overall visitor experience.
19. Stay abreast of industry trends: Continuously research and stay informed about current trends in the private events industry, including new technologies, innovative event formats, and best practices in event planning and execution.
20. Represent Stan Hywet at industry events and networking functions.
21. Participate in the development and implementation of the overall marketing and sales strategy for Stan Hywet Hall & Gardens.
22. Participate in required events.
23. Other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Should have the ability to work with staff and the public maintaining a high standard of professionalism.
2. Excellent human relation skills with the ability to relate to persons of all ages and of diverse backgrounds, skills and abilities.
3. Knowledge of financial management and accountability required.
4. Should be detailed oriented, very organized, and able to work efficiently to meet deadlines.
5. Should possess strong presentation and sales skills.

Education and/or Experience:

1. A minimum of a Bachelor’s degree or a related field preferred; or equivalent experience.
2. 4 years work experience in related field required.
3. Experience in event/wedding management required.
4. Computer literacy, including familiarity with Microsoft Word and Excel.

Usual and Customary Expectations:

1. Should expect to spend prolonged time sitting, walking and standing daily and to facilitate events indoors and outdoors regardless of inclement weather.
2. Ability to move approximately 20 pounds.
3. Some non-traditional hours required.