Event Manager
Summary of Key Responsibilities : Under direction of the Events and Student Union Operations Division Manager, the Event Manager, is responsible for financial oversight and generating revenue for events and meetings in the UCLA Student Union complexes.
Through customer service and marketing efforts, the Event Manager will identify, develop and maintain University and external clients, as well as key internal ASUCLA accounts.
They will foster new relationships to drive event sales in order reach / exceed revenue goals, assist in creating sales collateral tools, confirm established policies & procedures are followed, and ensures accurate bookkeeping of all event revenue and expenditures.
Prepare proposals, cost estimates and event budgets for bottom-line optimization. Fulfill client’s needs, prepare and execute proper paperwork, authorizations and perform reporting / analysis of sales activities.
Assist with fiscal budget preparation, invoice processing and monthly reconciliation. Support management in strategic decision making to grow business.
Attend meetings on behalf of their supervisors as required. Assist in other areas of the Division, and performs special duties as assigned.
Hours include evenings and some weekends, the ability to travel locally and infrequently domestic travel may be requested.
External Client Expectations Work with professional meeting / event / wedding planners within the local market as well as key corporate influencers in hotels, CVBs, Chambers, etc.
to build prospective client database. Attend local networking events and trade shows to build awareness of ASUCLA Event Services.
Perform warm and cold sales calls and on-site tours / scouts. Prepare event contracts and follow through full execution, including additional insurances and forms are completed.
Partner with other campus entities to leverage large-scale external client opportunities in ASUCLA spaces. Work closely with Event Operations Manager and Division Manager to participate in industry organizations to develop relationships for lead generation and to identify market trends.
UCLA and ASUCLA Departments Expectations Work with University entities to best understand specific departments and the larger campus event calendars.
Build a campus network to advocate ASUCLA as a key campus partner for their meeting and event needs including ASUCLA as a one-stop-shop for event coordination, services and products.
Works closely with Division Manager on advertising and experiential marketing income initiatives. Assist in coordinating and producing annual ASUCLA company events and work closely with key ASUCLA internal offices to host meetings and events.
- Qualifications : Requires 5+ years related experience in event planning, event sales or event / venue management. Experience must demonstrate : track-record of successful sales;
- strong interpersonal skills and relationship building; general accounting knowldge; ability to work efficiently and independently in a fast-paced environment under tight deadlines;
- solid verbal and written communication skills; negotiations and contract management; effective customer service with strong and efficient organization and time management;
ability to manage and mentor student and career employees. Proficiency in Microsoft Office (i.e. Outlook, PowerPoint, Word, and Excel), and Adobe Products with the ability to learn additional required business systems as needs is a must.
Familiarity with EMS and event layout software is desired. Familiarity with the UCLA campus is preferred. Industry related BA / BS or the equivalent combination of education and experience is required.
Supervises : Directly supervises a full-time career staff. Directly and indirectly supervises part-time student staff. Physical Requirements : Frequent walking, standing, sitting, reaching, gripping, bending, stooping, pushing, pulling;
occasional lifting up to 50 lbs. Background Verification : Fingerprinting Background Verification required.