Website Kentucky Performing Arts
We are the home for Louisville’s nationally-renowned arts scene
Your career in the arts awaits! After a prolonged intermission, Kentucky Performing Arts is ready to raise the curtain once again. KPA is looking for team members to help us create meaningful experiences and share the power of live entertainment. Apply today!
The Senior Manager of Event Coordination oversees a team of Event Managers, as well as acting as an Event Manager when needed. This position collaborates with all internal departments and external partners to ensure superior event operations, client and artist satisfaction and patron experiences.
Direct supervision of a team (1-4) of full-time Event Managers, including hiring, scheduling and development.
Assists the Director of Patron, Client and Artist Experience as needed
Event oversight responsibilities includes but are not limited to consistent communication with client or artist management; coordinating hospitality staffing, runner staffing, merchandise staffing as needed per event; disseminate event information to all KPA departments in a timely manner using approved KPA processes, policies, and tools; be the onsite authority on behalf of KPA for the event; work with the client or artist management to finalize the event settlement; process any final documentation and update database as needed to close-out the event.
Assists the Director with budgeting, as it pertains to event management.
Works closely with the Senior Manager of House and Volunteer Services, to ensure adequate departmental staffing levels to support the upcoming calendar of events.
Maintains high standards for quality of work despite pressing deadlines. Adapts well to changing priorities, deadlines, and directions. Communicates clearly, consistently, and collaborative.
Serving as the main point of contact, after booking, for all client/artist needs, including but not: site visits and meetings, creating information sheets to include all of the front of house logistics for dissemination to part-time staff and volunteers, creating layouts for rooms rented using Visio or Social Tables, entering workorders in USI for Production, Building Services, Engineering, Volunteer Services, Front of House Feesand IT, working with the City to obtain permits as needed (i.e. meter bagging for school buses),placing sponsor and show specific signage around the building, communicating with various internal departments, being on-site for the event, settlement and post-event wrap-up, to ensure efficient coordination of the event.
Anticipate emerging opportunities or crises. Develops well-informed advice and strategies that are sensitive to the various needs of multiple stakeholders and partners, reflect the strategic direction of the department and position the organization for success.
Although this position does not directly oversee House Managers, Floor Managers, or Volunteers, this position will provide leadership to those individuals the night-of events.
Coordinate the acceptance of programs, storage, and disposal
Crafts Large Print Programs, when a paper program is available for the event.
Negotiates, with oversight from the Director, merchandise contracts and fees.Orders supplies for event management team, as needed.
Routinely conducts building walk-throughs at all KPA venues to ensure cleanliness and safety, and following up with individuals and departments as needed.
Maintains complete and up-to-date event files, records & databases.
Work closely with Programming and Events to adhere to negotiated contract and rider terms and discrepancies in approved event budget. Reports any variance or potential non-compliance to Supervisor in a timely manner.
Has a working knowledge of or capacity to learn event deal structures and supports their fulfillment at the time of settlement and or final billing. Processing and/or issuing invoices, as needed. Administers and/or supervises settlements as required, including handling large sums of money.
Personally responsible; completes work in a timely, consistent manner; works hours necessary to complete assigned work; is regularly present and punctual; arrives prepared for work; is committed to doing the best job possible; keeps commitments.
Bachelor’s degree, or equivalent experience in Arts Administration, Hospitality or related field.
Minimum 4 years’ experience in events coordination, arts management, or related position, prior management experience preferred.
Proficiency in the following software programs is preferred, but not required: Microsoft Office Suite, including Viseo; Ungerboeck; GoFormz; Tessitura.
Ability to adapt to new technologies as the organizational need presents itself.
Demonstrates ability to work effectively with a broad range of people and can communicate with them under stressful situations.
Ability to work at peak performance, often under extreme pressure.
Familiarity with theater environment preferred.Strong supervisory and management skills required.
Maintains CPR, AED, Bloodborne Pathogen and Fire Extinguisher certification (KPA provided).
As a community steward, we are dedicated to authentically serving all members of our community. We accomplish this through the realization of our mission, creating lifelong relationships with the arts. To this end, each of us are asked to embrace and leverage the diversity of all team members, stakeholders, art forms and audiences.
Kentucky Performing Arts provides equal employment opportunities (EEO) to all employees and applicants for employment.
To apply for this job please visit www.kentuckyperformingarts.org.