Event Administration and Entertainment Sales Manager

Description

Position Title: Event Administration and Entertainment Sales Manager

FLSA Classification: Full-Time, Exempt

The Country Music Hall of Fame® and Museum Events and Culinary Department

Company Overview: Located in the heart of downtown Nashville, the Country Music Hall of Fame® and Museum documents and interprets the history of country music—a musical genre and culture central to the identity of the city, the state, and the nation. Accredited by the American Alliance of Museums, the museum proudly combines subject expertise, ambitious research, and preservation of an unparalleled collection with expressions of creativity in music, art, and history. The museum collects artifacts that illustrate the evolving history and traditions of country music and provides diverse learning opportunities through educational programs, publications, and exhibitions. The core exhibit follows the story of country music from its folk beginnings through its evolution as a commercial art form. Rotating exhibits examine a broad range of topics, from country classics to contemporary and emerging artists in American Currents. The museum owns Hatch Show Print, a letterpress print shop opened in 1879, and it operates Historic RCA Studio B, where Elvis Presley and many others recorded.

What We Offer for Full-Time Staff:  

• Medical, Dental, Vision, Life Insurance Options
• Competitive Pay
• Paid Vacation and Sick Days
• Paid Holidays (13) and Floating Holidays (2)
• 401(K) with Up to 3% Employer Match
• Employee Assistance Program (Free Counseling and Legal Services)
• Eligibility for Public Service Student Loan Forgiveness
• FREE 24/7 Downtown Parking and Transit Benefits
• Continuing Professional Offerings
• Complimentary Museum Admission (For Yourself, Family, and Friends)
• Reciprocal Partnerships with Local Venues (The Nashville Zoo, Dollywood Theme & Water Parks, National Museum of African American Music, tours at The Opry and The Ryman Auditorium, and more) 
• Up to 25% Discount in Retail Stores and Onsite Restaurant Venues
• Opportunities to Attend Exhibit Openings, Concerts and Special Events
• Employee Engagement Activities and Opportunities
• FSA and Dependent Care Options 
• Dog Friendly Work Environment
• Volunteering and Community Engagement Opportunities

Departmental Overview: The events and culinary departments are responsible for executing more than 1,700 events taking place at the Country Music Hall of Fame and Museum on an annual basis, revenue from which goes directly to supporting the overall mission of the Museum. Specifically, this includes private events, publicly ticketed events/concerts and two in-house restaurants.

Job Overview: Reporting to the Senior Events Administration Manager, this position is equal parts entertainment sales, department administrative support, and event services with responsibilities that include operational tasks to assist the event sales team, event services team, event entertainment/production team, catering/banquets team and retail food/beverage teams. Major responsibilities include live entertainment sales and negotiations for private events, on site management of Private Events and Publicly Ticketed Events, interdepartmental process compliance, data analysis, client & vendor billing, and query creation.

Specific Job Duties:

Administration Duties – this position should be prepared to take on most of SOP management for the department; administrative tasks are a critical part of ensuring the office runs efficiently.

• Annual budget writing, forecasting, and daily management of department finances; including preparing weekly, monthly, quarterly, annual reporting on revenues, expenses, profit margins, etc.
• Daily communication with accounting on invoices AP, AR, aging and internal accounts, taxes, and fees 
• Seeks ways to improve efficiencies and communications between events and catering team members as well as with other departments
• Assists and supports Senior Director of Culinary, Event, and Museum Sales with administrative needs.

  Event Services and Production – this position will work directly with private event clients to book live entertainment and production services to achieve assigned revenue goals.

• Facilitate internal event planning and operations by creating event agreements, BEOs and room diagrams
• Work autonomously with private event clients to evaluate entertainment and production needs and budget.
• Provide clients with event entertainment and production options which include pricing, performance links, bios, and photos.
• Develop and maintain relationships with artists and third-party booking companies to strengthen and expand the museum’s roster of available talent and production resources.
• Negotiate pricing with both client and artist/third party booking companies to maintain a 48% annual profit margin.
• Complete appropriate contracts and purchase orders for all entertainment and catering purchases
• Act as liaison when needed to ensure all event details and specifications are fulfilled as planned by client and Event Services and Catering Manager
• Must be proactive in problem resolution, multi-tasking, and client communication
• Post-event final invoicing, updating with final event charges
• Sends, prints, and files client correspondence on behalf of teammates

Software Management – this position will be expected to diagnose/troubleshoot errors and assist coworkers with questions; every event in the building is scheduled through the software managed by this team

• Trains new hires as needed on proper use of scheduling software; educating team members on standardization policies and best practices
• Regularly review and approve all internal & external requests for event space; while monitoring noise bleed, egress, fire safety policies and building maintenance 
• Completes daily upkeep of software; perform daily audits to identify potential booking conflicts
• Compiles and distributes various daily, weekly, and monthly reports as requested
• Assists IT with troubleshooting and software updates as necessary

CRM Maintenance – maintaining accurate records of our current and potential clients is incredibly important when it comes to marketing efforts; this position will “own” this information and be responsible for its correctness

• Updates CRM records to reflect current information; works with colleagues to capture any updates or changes; audits existing records 
• Assembles mailing lists using queries, coordinates with marketing department to oversee mass mailings, corrects and re-sends any returned mail

Requirements

Minimum Qualifications:

• Four-year college degree in a related field or 1-2 years of experience in event planning, as an administrative assistant in a hotel, venue, or similar organization
• A successful candidate will be incredibly detail-oriented, a quick learner, enjoy working with numbers, comfortable in a behind-the-scenes role, able to handle multiple projects at once, energized by assisting others and prepared to do whatever it takes to support the team.

Preferred Qualifications:

• Experience working with catering or events software (Event Management Systems, Social Tables) a plus 
• Experience working with database software a plus 
• Experience in hospitality/tourism industry or Special Events in hotel, resort, or event venue a plus

Key Qualifications (Knowledge, Skills & Abilities):

• Qualified candidates will be detail-oriented, extremely organized and have the proficiency and desire to juggle multiple projects of varying scope, content, and size 
• A self-starter with a generous amount of initiative
• Person must possess a can-do attitude, leadership qualities, excellent communication skills, a sense of humor, patience, tact, and a willingness to go the extra mile

Conditions of Employment:

• May be asked to work or assist with events that occur outside of normal working hours, including nights and weekends.

Notes to Applicant:

The Country Music Hall of Fame® and Museum is an equal opportunity employer. We respect the varied attributes, characteristics, and perspectives that make each person unique. The museum promotes an environment of respect, communication, and understanding, while actively providing opportunities for all employees of all backgrounds the skills, experience, and information necessary to succeed. The museum does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, childbirth and related medical conditions), national origin, political affiliation, gender identity, sexual orientation, disability, genetic information or characteristics, age, membership in an employee organization, military or veteran status, or other non-merit factor. The Country Music Hall of Fame® and Museum does not tolerate discrimination or harassment based on any of these characteristics. 

We are a drug-free workplace and an equal opportunity employer that welcomes all qualified candidates to apply for open positions. The Country Music Hall of Fame and Museum is committed to providing a safe and secure environment for its staff and visitors. All offers of employment are subject to and contingent upon the successful completion of a background check and employment verification, including federally mandated E-verify processes, as required for position.

Due to the high volume of applications received for this position, hiring managers will only contact candidates they are interested in scheduling for an interview. Please refrain from calling to inquire about the status of your application. 

Please upload a resume and cover letter when applying for the position.

Applications are only accepted online on our career page: