Event Specialist, iMPAC

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The iMPAC Event & Communications Specialist will be responsible for planning, coordinating and executing events, both large and small, from conception through to completion. The ideal candidate will be highly organized and energetic to support the planning, coordination, and execution of performances, educational programming, rentals, internal and external special events. The ideal candidate is passionate about the performing arts, thrives in a fast-paced environment, excels at logistics and communication, and has a keen eye for detail.

Candidate must exhibit exceptional customer service with current, potential and internal clients and guests, as well as anyone who contacts iMPAC via event management software, email, phone, or in-person.

Job Duties

• Exhibit exceptional customer service with current and potential clients and guests, as well as anyone who contacts iMPAC via event management software, email, phone, or in-person. Serve as “manager of first impressions” for iMPAC.
• Willingness to work a flexible schedule and adhere to all college policies and procedures.
• Maintain an effective working relationship with college personnel, students, customers, and the community.
• Provide on-site event management, including overseeing rehearsals, event setup/break down, artist load in/out, managing event staff, custodial and volunteers, and troubleshooting any issues that arise.
• Coordinate logistics for performances, rehearsals, and special events including equipment, space setup, staffing, and hospitality.
• Manage event schedules, ensuring all timelines are met and conflicts are resolved.
• Support front-of-house operations, including coordination with box office, concessions, ushers, and volunteers.
• Assist with marketing and promoting the iMPAC as the premier venue for conventions, conferences, workforce training, entertainment, and special events on the Mississippi Gulf Coast.
• Produce monthly reports and verify/monitor iMPAC budgets for accuracy.
• Follow college procedures to complete purchases for iMPAC.
• Complete contracts and necessary paperwork for part-time and/or contract employees as needed for events.
• Maintain an accurate and complete filing system of all iMPAC events, including electronic records management to include maintaining event information through event management software.
• Compose routine correspondence and prepare reports, letters, and minutes as assigned.
• Process telephone calls, mail items, billing, and emails in an effective and efficient manner.
• Assist with discussions about space contracts and booking event spaces, and serve as liaison with clients on event-related matters.
• Assist with creating and revising room layouts and/or catering menus for each event and work with each client as needed.
• Research and propose new ideas to improve the event planning and implementation process.
• Assist with coordinating appointments and visits to iMPAC and scheduling of events on the calendar.
• Assist with managing on-site production of events; audio visual, lighting, set-up, signage, and any other needs of clients.
• Assist with the planning, implementation, and evaluation of all special events held at the iMPAC (e.g. Faculty Convocation, Graduation, etc.).
• Prepare and modify event contracts and invoices as requested.
• Assist in maintaining the iMPAC’s social media presence.
• Assist the HRM Event and Communications Specialist as needed.
• Become familiar with all instructional programs held in the iMPAC buildings.
• Coordinate box office staff needs throughout the life cycle of an event.
• Ensure compliance with safety regulations, accessibility requirements, performing arts standards, and college policies and procedures.
• Coordinate with the Director of HRM and iMPAC Business Development and iMPAC Buyer/Promoter to…