event management Archives

Memphis in May International Festival is seeking an experienced Event Operations Coordinator with demonstrated success in administering and managing public event programs. The successful candidate will have expertise in administrating entries, managing vendors, event personnel, participants, and event operations, as well as experience in site development, warehouse, asset, labor, and volunteer management. This is a full-time, year-round event operations position with one of America’s leading civic festival organizations.
Duties & Responsibilities
The Event Operations Coordinator’s primary responsibilities shall include, but will not be limited to, the following:
• Having primary event responsibilities for the two competition events presented by MIMIF, the World Championship Barbecue Cooking Contest and Great American River Run. This will entail administrative oversight of all event functions and responsibilities for these two programs.

• Supporting the organization’s major event activities by serving as a site manager for events held in Liberty Park, working in cooperation with and reporting to the VP of Operations.

• Serving as staff liaison for several volunteer committees.

• Managing, overseeing and maintaining all festival-owned production related assets to ensure equipment is properly stored and available for use or third party rental. This shall include maintaining an active inventory and condition report of all assets.

• Overseeing and supervising maintenance functions of the MIM warehouse physical plant and operational assets, in collaboration with the VP of Operations.

• Developing, in close cooperation with VP of Operations, an accurate budget for production and operational expenses, and maintaining strict adherence to Board approved operating budget in areas of responsibility.

• Working in conjunction with the VP of Operations and MIM staff personnel to ensure the successful operation and professional presentation of all events and programs.

• Developing and maintaining a professional and cooperative working relationship with city and county public safety officials and key vendors, service providers, staff and festival volunteers.

• Ensuring event operations are compliant with local, state and national rules and regulations and safety guidelines.

• Providing operational and administrative support to MIM staff as needed and directed.
Qualifications
This position requires an individual with project management skills who is an effective communicator and is both strategic and hands-on. We seek a highly responsible individual who is detail-oriented and an energetic team player capable of working long hours at multiple events within a narrow timeframe. The ideal candidate will possess the following skills or experience:
• Knowledge and experience in large scale outdoor event and entertainment planning and production. The ability to execute site plans and production schedules.

• Knowledge and experience in administering the operation of competition events.

• The ability to remain professional and calm when working in high pressure, time sensitive situations.

• Good interpersonal relations and personnel management skills, including the ability to gain cooperation through discussion and persuasion.

• Detailed oriented and able to handle a fast paced multi-task work environment.

• The ability and flexibility to work long hours, as required, for all event operations and during necessary pre-event, event and post event activities.

• The ability to communicate clearly and concisely, both verbally and in writing. Computer proficiency in word processing and spreadsheets.

• Experience in inventory control, preparing budgets and corresponding reports.

• The ability to analyze problems, identify solutions and project consequences of proposed actions.

• Willingness and ability to accept new responsibilities as needed.

Compensation & Benefits
We offer a starting base salary range between $45,000 and $48,000 along with a desirable benefits package including:
• Paid medical coverage
• Dental & vision insurance offered at additional cost
• Medical reimbursement plan
• 401k plan
• Paid time off
• Paid parking
For consideration, please submit a resume with cover letter, salary history, and salary expectations no later than September 20, 2024, to mim@memphisinmay.org with Event Operations Coordinator in the subject line.

The Director of Events is a leader in the Account Management department and a contributor to the overall success of LEO Events. This role ensures the success of the Memphis Operations & Sales team and builds long-term, value-based, customer relationships that achieve sales and service objectives. This position manages three direct reports — one Account Executive and two Managers, Event Operations — and is responsible for shepherding their professional development in sales and operations.

The Director of Events leads Memphis-based events from sales to execution, overseeing the Account Executive and Operations Manager(s) for some programs, while playing an active role as Account Executive or leading Operations for other programs. This position demands extensive customer service and project management skills and a willingness to handle all planning and administrative details of programs and events.

This position is based in LEO’s Memphis, TN office and is ineligible for full-time remote work.

Job Responsibilities:

· Lead and oversee all local operations for DMC, corporate, and non-profit accounts.

o Lead overall DMC positioning within Memphis and lead sources (Memphis Tourism, Hotel Partners, ADMEI, regional associations, etc.).

o Manage client/committee goals and objectives to establish event objectives and operational needs.

o Work with the Sales and Marketing department to provide regular updates and maintenance of our DMC sales assets (newsletters, LEO Destinations, proposals, scope of services, etc.).

o Collaborate with Memphis Account Executive on market incentives and sales incentives.

o Review market sales analysis and P&Ls with the Director of National Accounts.

o Lead client site visits.

o Oversee Account Executive through the DMC and event management proposal & budgeting process.

o Vendor sourcing, procurement, and logistics.

o Lead and support turn-key execution and operations for events as needed.

o Oversee departmental reconciliation and coordination with accounting.

o Develop and maintain local vendor and stakeholder relationships, with the support of the Account Executive and Manager, Event Operations.

o Create and approve event budgets.

o Serve as the client’s main point of contact when applicable.

· Project management for accounts

Ensure all deadlines and deliverables are met; constantly assess contributors’ workloads and facilitate communication between agency departments, including production, creative, digital, meeting services, and account services.
Generate status reports and recommend process improvements.
· Attend industry education and networking events and receptions as requested and available.

· Provide leadership for Account Executive and two Managers, Event Operations:

o Ensure the team produces the highest quality work and meets client expectations, providing support and inspiration when necessary.

o Develop team talent through individualized career path conversations and support.

o Ensure resources are appropriately assigned to projects.

o Oversee the management of the part-time staff, which is led by the Account Executive and two Managers, Event Operations.

o Oversee warehouse management.

Qualifications:

Bachelor’s degree from an accredited four-year college or university in or a related field.
Minimum 6 years of experience in the industry, such as previous employment in corporate meetings and events, non-profit events, convention sales or services, destination management, hotel sales or services.
Minimum 5 years of management experience.
Knowledgeable of market and industry trends.
Competencies:

• Excellent communicator with the ability to influence and persuade across all levels of the organization while exercising a high degree of tact and diplomacy.

• Customer service oriented.

• Ability to train and teach entry level and mid-level employees.

• Proven project management skills.

• Creative in thought and actions; ability to actively anticipate obstacles and create/suggest solutions.

• Strong work ethic in a fast-paced work environment.

• Able to handle accounts/projects simultaneously with excellent organizational skills.

• Able to self-manage priorities and meet deadlines.

• Strong writing and communication skills.

• Demonstrated creative and critical thinking skills.

• Strong business analytics, relationship management, strategy development, project management, and problem-solving skills.

• Ability to multitask.

• Technically savvy and advanced.

• Professional and positive approach.

• Self-motivated team player.

• Strong computer skills including work with MAC and PC, PowerPoint, Dropbox, Asana, and more.

• Willing to travel (estimated at 10-15%) and work nights and weekends as requested

• Operate job-costed positions onsite as requested.

• Willing to roll up your sleeves and pitch in to help colleagues when needed.

Environmental Conditions and Physical Demands:

Employee required to spend a portion of time in a seated position looking at a computer screen. Employee required to do some standing and walking. Employee will be in a well-lighted, heated, and/or air-conditioned indoor office setting with adequate ventilation.

Company Summary:

LEO Events is an award-winning, full-service brand-experience agency. Since its founding in 2012, the LEO Events team has showcased fresh and fearless creativity, inventive tactics, and an exceptionally collaborative approach. LEO’s increasingly diverse staff of more than 90 full-time employees is distributed across the country and in four offices – Memphis, Nashville, and Chattanooga, Tennessee, and its newest outpost in Asheville, North Carolina. LEO’s work is intentionally entrenched in the latest advancements, research, and data, ensuring that all events – virtual, live, and hybrid – uphold a strong connection between brands and people. LEO’s clientele includes national and international brands such as Walmart, AutoZone, Sherwin-Williams, Nissan, and Hilton.

LEO Events is proud to be an equal-opportunity employer. We don’t just accept diversity, equity, and inclusion; we celebrate, support, and commit to growing it – for ourselves, our clients, our partners, our industry, and our communities.

Job Tag: event management

Event Operations Coordinator

Director of Events

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