Manager of Event Operations

OVERALL RESPONSIBILITIES

• Production contractors, vendors, gig workers, seasonal interns
• Volunteers as needed

• MONTCLAIR JAZZ FESTIVAL: -- Includes the Block Party (August 12, 2023), the Downtown Jamboree (September 9, 2023), and other festival-related events throughout the year.
• Jazz in the Annex (Montclair, NJ) - a minimum of 30 performances + conversations per year
• Jazz Icons (NYC) - approx. 5 per year
• Ralph Pucci Annual Jazz Concert and Conversation (NYC) (February/March)
• Additional ad hoc concerts and NYC club dates

• Lead all event production meetings, creating, maintaining, and distributing key event documents including workback schedule and maintain programming calendar, task lists, protocols, maps, supply lists, run of show, production schedules, and staff responsibilities
• Update project management tracking tools (ex: workback of tasks and deadlines, contact lists), keeping the team on top of their priorities and deliverables
• Develop and maintain community partnerships and long-standing relationships with the township and county departments
• Troubleshoot and make recommendations for most efficient use of available resources, including time, staff, volunteers, equipment, and financial resources
• Working with the Operations Department to interview, hire and onboard event assistants and seasonal staff
• Coordinate schedules and oversee full and part time staff while tracking priorities and department deadlines across the team

• Working with the Operations Department, negotiate all contracts related to production and vendors for each event
• Manage 3rd-party vendor relationships: production, venue, rentals, parking, designers, AV, lighting, artist and event hospitality, vendors and travel
• Work closely with the Technical Producer and street vendor manager for festival
• Day-to-day management of the event logistics
• Work closely with the Development Department to integrate all revenue-generating activities smoothly into the experience of the event

• Build and manage all event budgets, working closely with the Finance Department on payment schedules, expense tracking, and ensuring the proper vendor documentation is secured
• Make sure that the proper insurance is secured for the event and that the insurance carrier has all the appropriate event details (i.e. show expense and show guarantee)
• Research and secure quotes from multiple vendors to ensure the highest quality service while staying within budget
• Analyze potential risks associated with event budgets, informing leadership of any potential concerns and developing creative solutions in tandem with all departments
• Lead weekly reconciliation meetings with billing manager to confirm both departments are tracking and mapping expenses to the correct budget-lines
• Contract and finalize the show or event settlements

• Develop a detailed MJF rental plan from street vendor selection to placement maps, working with various departments to determine the needs of each event area
• Manage all aspects of the MJF event site, including the development of a detailed security and emergency safety plan, cohesive parking plans for all stakeholders and sponsors and the organization and distribution of all event supplies
• Support the hiring, training and development of a dedicated volunteer coordinator, providing consistent support in building a fully-developed program that achieves staffing goals for the Festival and a fulfilling experience for our volunteers

• Properly memorialize and file all protocols, records, and documents related to each event and present comprehensive post-event reporting analysis
• Post show settlements
• Ensure all activated areas (the event site, the JAZZ HOUSE, and storage areas) are clean, organized, and in working order

• Minimum of five (5) years of large live-event production and planning experience, preferably at an arts organization
• Deep understanding of production (stage logistics, sound, lighting) a plus
• Knowledge of the history and institution of jazz a plus but not required
• Quick problem-solving capabilities in high-energy settings
• Excellent organizational, communication, interpersonal and time management skills are necessary
• Ability to manage multiple projects and deadlines simultaneously
• Extensive experience with event logistics and production and vendor management
• Experience managing expenses, building and managing budgets
• Must be self-reliant and able to meet tight deadlines
• Excellent computer skills, experience using project management software, and familiarity with office software programs: Google Workspace and Microsoft Office; use of Asana a plus
• Ability to perform physical requirements of position including standing for extended periods of time, kneeling, stooping, using stairs, able to lift loads of up to 50 lbs. Able to work rapidly, especially during peak periods to ensure that all guests are being serviced properly and necessary operational tasks are being completed in a timely manner
• Must be available to work nights, some weekends and occasional holidays
• Valid driver's license required; use of own vehicle preferred; ability to drive a cargo van and/or box truck (up to 24 ft) a plus
• 4-Year Bachelor’s Degree Required

• This position is full-time small and large-scaled event, logistics and production position
• Flexibility to accommodate an expanded work schedule in the weeks and days leading up to all events required including days, nights, weekends and the very occasional holiday

Personal Attributes

• Devoted to JAZZ HOUSE KiDS, jazz, diversity, cultural competency, and inclusion
• The capacity to organize staff, vendors, contractors, celebrated musical talent to young emerging artists, stakeholders and partners towards one goal
• Ability to approach negotiations seeking a win-win, working in concert with others who may have differing viewpoints
• Strong community builder
• Excellent team player with a “can-do” spirit
• Diplomacy and relationship builder - communicating across a variety of diverse backgrounds and with stakeholders at various levels
• A pacesetter with the ability to juggle and prioritize issues and multiple tasks
• Able to effectively analyze and use data and measurable benchmarks in making timely decisions and informing the overall fundraising strategy and direction
• Love of live event production and a team member with a sense of humor and openness