Events Administrator

Administration/General Management: Administrative/Executive Assistant

Events Administrator – Denver Broncos (Denver, CO)

JOB TITLE: Events Administrator

DEPARTMENT: Special Events

REPORTING RELATIONSHIP: Special Events Assistant Manager

JOB SUMMARY: The Event Administrator is responsible for providing administrative support in the development of both special event & public event projects while executing other administrative tasks delegated through SMC.

DUTIES AND RESPONSIBILITIES

50% ASSISTS SPECIAL EVENTS DEPARTMENT WITH OPERATIONAL TASKS BY:

Processing contracts:
After sales process, the Sales Manager gives the Administrator the contracts specifics for creation. The Administrator creates a contract from the contract templates, sends to the end client, and copies the operations team,

After the contracted is emailed to the client, a file is created and important contract documents are printed and distributed to accounting & catering partners. The contracts have the details of the client, contracted items in sales process, event time, event space and their operations contact Prep EMS for event (see below for EMS specifics)

Ensuring accurate and complete information is entered into Event Management Software (EMS): Before distributing file to operations contact, Administrator is responsible for:

Shelling EMS for each individual event to prepare operations team for event (i.e. adding staffing for GR, Aramark, Engineering & 24-hour security)

Add specific notes to event in EMS that were confirmed in sales process and listed in contract

Event Planning Process:
Operations team to provide updated details for Administrator to update in EMS after walkthroughs with clients during planning phase of events

Update monthly calendar used for SMC/Events meetings and make sure information is up to date (timeline, attendance, space, event name)

Clean EMS calendar and work with Sales Manager on adding/deleting sales prospects.

Post Event: EMS Reporting

Assist in adding attendance numbers of all previous events into EMS

Providing quarterly attendance reports for the stadium district

Coordinating Event Prep:
During the planning process of each event, the Administrator will assist with operations team in gathering outstanding documents (i.e. all contracts documents, insurance, & payment)

Schedule final walkthrough with client and operations team, including catering

Assist operations team in creating CAD diagrams, based on client needs

20% PROVIDES ADMINSTRATIVE SUPPORT BY:
Tracking inventory levels of office supplies specifically for special events and ordering when levels are low (coat check tags, door stops, event files, labels, and other event supplies)

Organizing Special Events closet and other inventory items owned by special events (centerpieces, candles, signage, props, etc.)

Supporting with any research projects (event software, industry trends, etc.)

Assisting department with organization event needs – requesting proposals from vendors (i.e. holiday décor, costs for specific event items, entertainment, etc.)

Communicating with SMC receptionist(s) and/or other departments who have specific event questions they receive on a daily bases and need an urgent response

Representing department when operations team and/or sales managers are out of the office

15% ADMINISTERS VARIOUS ACCOUNTING TASKS BY:
Preparing Profit and Loss Reports Post-Event

Collect costs from Guest Relations, Security, Argus, Engineering (OT) and Aramark

Collect DPD, Denver Health and other costs associated with previous events

Work with finance to obtain catering commission report from events and update forecast with catering commissions earned

Enter all costs and revenues for each event into Fiscal Year Summary spreadsheet

Assisting with other accounting responsibilities

Gather monthly report with accounting on which events have received payment

Update accounting binder for fiscal year – file all documents under binder according to account

Credit Card statements -expense report for department CC

15% SUPPORTS VARIOUS SALES ACTIVITIES BY:
Creating event contracts after sales process

Managing sales site calendar communicating sales site availability with prospect

Entering leads from online inquiries to keep track of all interested in hosting an event at the stadium

Tracking where leads are filtered (online, word of mouth, Visit Denver), update report and present to Sales Manager quarterly

Maintaining and updating master client list for future marketing promotional campaigns driven by Sales Manager to include: discounts coupons, gifts & invitation to venue events/showcases

Assisting Sales Manager with qualifying leads, provide Sales Manager with information for formal sales proposals and site visits

Providing competitive analysis reporting, e.g., Who are our competitors and what are they doing? Updating competitive binder as to what other venues are offering within their venues (no F&B minimum, all-inclusive packages). Present to Sales Manager quarterly.

Updating sales material needed for website

Qualifications and Requirements

Bachelor’s degree in journalism, communications, or related fields or a combination of education and job-related experience

One to two years of related experience

Ability to identify and resolve problems in a timely manner and works well in group problem solving situations

Excellent communication skills: verbal, administrative writing and creative writing

Proven work history in office or similar environment

Excellent customer service skills when communicating with clients via email and/or phone

Attention to detail

Exceptional organizational skills

Ability to work independently, multi task/manage multiple projects simultaneously and achieve results on deadlines

Ability to develop, plan, and implement short- and long-range goals

Ability to gather data, compiles information, and prepare reports in a timely manner

Ability to investigate and analyze information and to draw conclusions

Proficiency with Microsoft Office applications, with a strong knowledge of Excel. Familiar with Adobe & Event Management Software is ideal, but not required

Respect for confidentially of critical information

Occasionally assisting operations team with event day prep

Some night and weekend work may be required