Manager of Event Operations
Description
Manager of Event Operations
Details at-a-glance
● Title: Manager of Event Operations
● Department: Events
● Reports to: Director of Programming + Producer of the MONTCLAIR JAZZ FESTIVAL
● Type of Position: Full-time exempt position
● Location: On-site Montclair, NJ
● Salary: $70,000/yr - $85,000/yr
JAZZ HOUSE KiDS is proud to be an equal opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We welcome applications from BIPOC candidates, women, and others underrepresented in jazz. If you need assistance or an accommodation due to a disability, please let us know.
OVERVIEW: MEET THE JAZZ HOUSE
For twenty years, JAZZ HOUSE KiDS has been an instrument for change, transforming lives using the power and the uniquely American art form of jazz, through world-class education and performances that create avenues of access, learning, career development and community building. We use jazz and the joy of music, advanced by master practitioners, as a gateway to student achievement.
The JAZZ HOUSE and students have received more than 135 awards and honors for excellence in jazz and jazz education. Every day of the week through a series of in-school and out-of-school programs in New Jersey and New York City, the JAZZ HOUSE helps young people gain an artistic edge. We use jazz and the joy of music, advanced by master musicians, as a gateway to student achievement. Our award-winning organization has documented outcomes including boosted social and emotional learning, improved academic outcomes, acquisition of life skills, and increased civic engagement. Alumni are among the most talented young jazz musicians and young professionals in the nation. Every day we keep our promise to build community leaders and develop global citizens through America’s original art form of jazz.
The JAZZ HOUSE produces more than 150 free, annual concerts for nearly 250,000 fans in-person and online. The MONTCLAIR JAZZFESTIVAL, our signature cultural program is the region’s largest jazz festival reaching 25,000 fans. Our Artistic Director is 8 x GRAMMY winner Christian McBride and the Artistic Director of the Newport Jazz Festival. Our VP of Jazz Education and Associate Producer is Ted Chubb.
OVERALL RESPONSIBILITIES
Summary:
The Event Operations Manager is a senior position with responsibility of managing the successful delivery of large-scale events from planning to execution. This role will provide strategic and operational direction for all programmatic public and private facing events. We seek a detailed oriented, energetic and experienced professional to lead all signature events including live concerts and performances and fundraisers.
Our signature event each year is the beloved award-winning MONTCLAIR JAZZ FESTIVAL, now the largest free late summer jazz festival in the region. In addition, we produce two music series - one in lower Manhattan and a Jazz in the Annex series at our location in Montclair. We are also recognized as a curator of elite one-of-a-kind client activation experiences with top award-winning artists and celebrated young talent.
The successful candidate will ensure all deliverables and project milestones are completed on-time, on-budget and of the highest quality. Additionally, the Manager of Event Operations will be responsible for strategic leadership of projects and the production team. This is an excellent position for an experienced, dynamic and organized event producer with an interest in an experience while directly assisting in all aspects of visioning, planning, production and execution.
The successful candidate will stay up-to-date on all event-related industry trends to ensure our offerings are safe and engaging experiences for stakeholders at all levels and will have the satisfaction of contributing to important signature events and key fundraising efforts that advance the mission of a growing, highly visible music education and performance organization. Through these efforts, the organization will be able to continue to develop the next generation of music makers, community leaders and global citizens.
Department: Events
Reporting: This position reports to the Director of Programming + Producer of the MONTCLAIR JAZZ FESTIVAL
Direct Report:
- Production contractors, vendors, gig workers, seasonal interns
- Volunteers as needed
Annual Signature Events:
- 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
YOUR IMPACT AT THE JAZZ HOUSE
Principal Duties: Plan and execute logistical aspects of event production and budget management. Key responsibilities falls into four categories plus certain duties specifically for the MONTCLAIR JAZZFESTIVAL, they are but are not limited to the following:
Project Management + Oversight
- 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
Production + Logistics
- 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
Budget Management
- 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
Specific to MONTCLAIR JAZZ FESTIVAL
- 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
Post-Event Responsibilities + Reporting
- 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
This job description is a general outline of job requirements and duties, and may not include all job functions that may be required.
Requirements
Qualifications:
- 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
Time Commitment
- 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
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JAZZ HOUSE KiDS
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For twenty years, JAZZ HOUSE **KiDS** has been an instrument for change, transforming lives using the power and the uniquely American art form of jazz through world-class education and performances creating avenues of access, learning, career development, and community building. We use jazz and the joy of music, advanced by master practitioners, as a gateway to student achievement. We have received more than 135 awards for excellence in jazz and jazz education. Through in-school and out-of-school programs in New Jersey and New York City, we help young people gain an artistic edge. The JAZZ HOUSE produces more than 150 free, annual concerts for nearly 250,000 fans in-person and online. The MONTCLAIR **JAZZ**FESTIVAL, our signature cultural program is the region’s largest jazz festival reaching 25,000 fans. Our Artistic Director is 8 x GRAMMY winner Christian McBride and the Artistic Director of the Newport Jazz Festival. Our VP of Jazz Education and Associate Producer is Ted Chubb.