Director of Special Events

NO PHONE CALLS and NO RECRUITERS / HEADHUNTERS PLEASE JOB SUMMARY The Director of Special Events is responsible for providing exceptional food and beverage service experiences to the Club’s members and guests through the coordination, planning and arrangements for all private parties, Club functions, and holiday events.

The Director of Special Events will oversee the daily operation of the Special Events office and be highly engaged with the Club’s membership while maintaining a strategic outlook for club programming.

REPORTING RELATIONSHIPS Reports to the General Manager / COO. ESSENTIAL DUTIES & RESPONSIBILITIES Administrative : Implements and enforces general policies established by the Board of Governors, General Manager / COO;

directs their administration and effective execution. Attends Staff and Committee meetings as requested. Plans, develops and approves specific operational policies, programs, procedures, and methods in concert with general policies.

Selects, administers, and develops all employees under his / her supervision consistent with Club philosophy and standards.

Develops and builds his / her team and leads them to achieve significant, positive membership and guest satisfaction outcomes.

Provides operational and strategic advice and recommendations to the GM / COO. Consistently ensures that the club is operated in accordance with all applicable local, state, and federal laws Responsible for upholding the mission, policies, and procedures of Charlotte City Club including the Constitutional and Operational By Laws, and Employee Handbook.

Always acts in the best interests of the Club. Other duties as assigned. Financial Management : Coordinates development of annual operating and capital budgets for his / her respective department.

Manages to approved budgets throughout the fiscal year. Completes monthly variance analysis and sales reports. Reviews income and costs relative to goals;

takes corrective action as necessary. Assists in the development of the club’s long range capital and strategic plan. Demonstrates care for the proper maintenance of the club’s physical assets and facilities.

Member Relations : Works with the Club’s communications department to effectively market Club events. Writes articles for the Club’s newsletter, e-blasts and website as requested.

Demonstrates appropriate urgency when responding to member criticism, suggestions and praise. Creates and maintains a professional, respectful, and positive employee work environment.

Will have a highly visible and engaging presence with the membership and their guests, especially during major club events.

Assists members with special requests as needed. Special Event Operations : Oversees the maintenance of reservations program for private parties;

creates and coordinates with the Front Desk for Club reservations and member requests as needed. Plans all food, beverage, decoration, music, and service details for private parties, Club functions, holiday events, and special events in coordination with other departments.

Responsible for booking all private parties and Club functions and meeting with the members and committees involved. Oversees the creation, distribution and coordination of all details on the Banquet Event Orders, to all of the Club departments.

Oversees the room diagrams, set-up and decoration of all events executed by the banquet staff prior to the function. Coordinates decoration of private party and Club function rooms for each event.

Oversees the ordering process for flowers, cakes, "to go" orders, music, equipment, linens and other decorations for each event.

Maintains professional relationships with vendors. Coordinates information and changes for all events and makes this information available to other departments including guarantees, room arrangements, etc.

Attends weekly food and beverage meeting; hosts weekly Banquet Event Order meetings Oversees and assists with confirmation and menu packages for the members once a party has been confirmed.

Prepares proposals for upcoming events. Keeps current with industry standards, practices and licenses. Actively involved with peer network.

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, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience : Bachelor's degree (B.A. or B.S.) from four-year college or university in related field as well as a minimum of three (3) experience in event coordination and sales with demonstrated success, OR any equivalent combination of training, education, and experience.

Preference will be given to candidates with previous private club experience. Language Skills : Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers, vendors, members, customers, and staff.

Mathematical Skills : Ability to work with basic mathematical concepts such as probability, division, addition, subtraction and multiplication.

Reasoning Ability : Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an Employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the Employee is regularly required to stand, walk, and talk or hear.

The Employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and climb or balance.

The Employee is occasionally required to sit and taste or smell. The Employee must regularly lift and / or move up to 10 pounds and occasionally lift and / or move up to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an Employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the Employee may occasionally be exposed to outside weather conditions.

The Employee is occasionally exposed to staircases and the noise level in the work environment is usually moderate. Pay Grade 5 or 6 Salary DOE Powered by JazzHR