Events Manager

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.