Events Manager

EVENTS MANAGER
MALCOLM X COLLEGE

Malcolm X College is seeking an Events Manager to join the Operations team. The Events Manger is responsible for coordinating the marketing and rental of Malcolm X College campus facilities, including its Conference Center, a state-of-the-art space featuring a 450 seat auditorium, a 750 person multi-purpose room, and outdoor Learning Garden, a Gymnasium, as well as other building spaces and resources.

The Events Manager is responsible for achieving specific annual sales and revenue goals. Performs related duties as assigned.

ESSENTIAL DUTIES

• Works collaboratively with Marketing in implementing strategies to advertise and promote the rental of the Conference Center facilities to external organizations including profit and not-for-profit, educational, civic, youth and social organizations.
• Directs and oversees the services of campus janitorial, engineering, IT support, and office support staff, and outside vendors in order to schedule and facilitate events, in close collaboration with the Director of Auxiliary Services and other campus administrators.
• Responds to inquiries and follows-up on sales leads, ensuring exceptional customer service during each step of interaction with clients and prospective clients with the goal of providing one-stop-shop service in meeting their needs for event space.
• Meets with external clients to discuss event requirements, providing information and walk-throughs of conference hall spaces, meeting/presentation ready spaces, auditorium, and other resources inclusive of catering services and space availability.
• Provides information on the requirements and procedures for the rental and use of campus facilities, availability of space, rental and staffing fees, audio-visual and IT services, Washburne catering services, and other available resources
• Assists external clients in using the facility rental web-based support application to register and schedule events and the facility rental or insurance on-line payment application site
• Reviews facilities request applications for compliance with CCC’s facilities use policies, including submission and payment deadlines, type of event, and availability of requested date(s)
• Schedules and confirms reservation requests with clients. Monitors and ensures clients complete the rental process by submitting a certificate of insurance and payment prior to the event
• Works with clients to plan and carry out events, coordinating the set-up and provision of additional resources (i.e. security, audio-visual, food), and the operational logistics (i.e. parking, deliveries) for the day of the event
• Provides event logistical support, including on-site event day assistance and support as needed. Resolves problems and ensures event(s) run smoothly
• Maintains and update records of all sales contacts with projective clients and agreements with clients using various software including Excel
• Prepares sales and revenue generated reports for management review
• Performs other duties as assigned

QUALIFICATIONS

Education, Training, and Experience

• Bachelor’s degree from an accredited college or university
• Conference and event sales, planning, and operations experience highly desirable
• Demonstrated knowledge of best practices in event planning and public relations, including event organization and production

Knowledge, Skills, and Ability

• Knowledge and familiarity with technology/social media and how to leverage these media to effectively reach clients
• Knowledge of event and room set-ups and audiovisual set-ups
• Knowledge of event planning standards
• Excellent verbal and written communication skills
• Excellent interpersonal skills to interact and communicate effectively and professionally
• Excellent customer service skills
• Strong organizational skills
• Strong problem-solving skills
• Ability to establish priorities, and work independently and as part of a team
• Ability to work within a culturally diverse environment
• Ability to exercise tact and diplomacy in handling sensitive situations

Working Conditions

• General office environment
• Some travel to a client location

Equipment

• Standard office equipment including personal computers and peripheral equipment

Physical Requirements

• Ability to operate computers and related equipment and software

Worker Characteristics

• Dependability – Demonstrate reliability, responsibility, and dependability and fulfill obligations
• Initiative – Demonstrate the willingness to take on responsibilities and job challenges
• Customer Service Oriented – Demonstrate commitment to delivering helpful, high-quality service and assistance to meet the needs of customers
• Attention to Details – Being careful about detail and thorough in completing work tasks.

WE OFFER: Excellent health benefits at a low cost; Investment plans 403(b) & 457(b); SURS Retirement Plan; Generous vacation, holidays, personal and sick days; Tuition Reimbursement. For a more detailed overview of benefits please visit our benefits page.

For the third time in four years, Malcolm X College was selected as a Promising Places to Work in Community Colleges award winner! The award is given by the National Institute for Staff and Organizational Development (NISOD), a membership organization committed to promoting and celebrating excellence in teaching and leadership at community and technical colleges, and Diverse: Issues in Higher Education, a leading academic publication.

MXC was recognized for its best-in-class student and staff recruitment and retention practices, inclusive learning and working environments, and meaningful community service and engagement opportunities.

Chicago residency is required for all full-time employees within 6 months of hire.
We are an equal opportunity and affirmative action employer.
Thank you for your interest in City Colleges of Chicago