We are seeking a talented individual with excellent management, interpersonal and organizational skills to help oversee and facilitate events onsite while providing exceptional customer service to our clients and detailed direction and support to staff, vendors, patrons and guests. Our ideal candidate will be able to flourish in a self-supervised environment as well as in a team environment while managing critical administrative tasks as well as event logistics in our beautiful downtown venues. Creating memorable events, satisfied customers and administrative support for the team is our ultimate goal.

Denver Arts & Venues is committed to justice, equity, diversity and inclusion as a fundamental guiding value and a practice woven into all our strategies, initiatives, and decision-making processes. To address historic inequities and systemic racism, the agency strongly encourages applicants that represent the diversity of our city including communities that have been historically marginalized including Black, Indigenous, Latino/x, Asian American & Pacific Islander and People of Color (BILPOC), people with disabilities and LGBTQIA2S+. Ensuring meaningful representation from historically untapped and under resourced communities is essential to our equity practice.

For more information about Denver Arts & Venues, visit our website at http://www.artsandvenuesdenver.com

Essential Job Duties

• Provide quality administrative support for the McNichols Building operations team and for The Commons on Champa event operations. Including but not limited to greeting and directing guests and visitors, answering the general phone line, transferring calls, taking messages, checking and responding to voice messages, managing the welcome/security desk at the Champa Street location, receiving and distributing mail to the appropriate mailboxes, maintaining and ordering office supplies for both locations and answering email inquiries.
• Respond to incoming leads for The Commons on Champa from DAV website, Tripleseat, Venuhub and elsewhere.
• Work closely with Business & Events Operations Administrator Event Coordinators and Program Managers to assist in advancing event details.
• Work with the Events Coordinators to determine appropriate staffing levels for event management, event security, custodial support and other possible staffing needs for upcoming events.
• Create staffing estimates based on event needs, input them into Tripleseat and distribute to client.
• Ensure AV equipment is set and working properly prior to events. Work with AV Techs or Event Coordinators for more complicated AV needs/issues.
• Be accountable for AV and other equipment making sure items get returned and stored properly after events have ended.
• Assist with venue promotion goals by capturing images of events and room sets that can be later used on venue website and/or social media posts.
• When needed, be able to manage all day-of aspects of special events at the McNichols Building including being the onsite contact for clients, vendors, and contractors and being prepared to answer any questions or trouble shoot any issues that may arise.
• When possible, creating desired event atmosphere by adjusting lighting per event needs and returning lighting to base configuration post-event.
• Track and maintain equipment and furniture inventories.
• Assist in identifying potential booking and equipment conflicts.
• Implement safety and security standards and help develop procedures to ensure compliance.
• Assist in creating damage and incident reports.
• Complete tasks efficiently and on time.
• Other duties as assigned

• Help to ensure all event logistics are planned in advance, managing all day-of aspects of our special events. Work regular business hours, as well as nights and weekends based on events.
• Work daily in Tripleseat to keep events updated and troubleshoot any potential conflicts or issues.
• Publish daily event schedule for The Commons on Champa and distribute to all interested parties.

• Conduct site visits and final walkthroughs with clients and make sure all information is up to date in the reservation software.
• Attend weekly operations meetings to discuss upcoming event and or building needs and client expectations. Attend and participate in all staff meetings, training and retreats.
• Be on time for work each day.
• Conduct onsite inspections and advance preparations for events ensuring that the event venue is "show ready" and staged for all events prior to the arrival of clients and vendors.

• Stay knowledgeable and up to date on all venue and agency policies, procedures, services and pricing offered by each venue, and be able to clearly communicate these to clients, vendors, patrons and others.

• Participate and complete trainings and development courses as required.
• Answer all client communications in a timely manner.
• Work closely with clients and vendors in the creation of room layouts utilizing our diagramming software.
• Manage all day-of client and vendor needs/issues during events at Commons on Champa.

• Conduct or coordinate post-event venue checkouts with clients and vendors to account for any damages or any other venue related issues directly associated with their event.

Top Candidate Expectations

• Excellent administrative and Office Management skills
• Self-motivated displaying a growth mindset that positively supports the operations of each facility.
• Organized, presentable and detail oriented, utilizing checklists or other systems to ensure no task is left undone; anticipate events and plan/prepare for the unexpected, remaining focused on the end result.
• Able to work 40 hours per week including some nights and weekends. Additional hours could be required during busy seasons.
• Experience setting up and troubleshooting AV equipment.
• Proficient with common computer operations systems, including Microsoft Windows and Apple.
• Must be available by phone during work and non-work hours. .
• Provide exceptional customer service to our clients and guests. Provide leadership, motivation, direction and support to the events team.
• Must be organized, efficient, and able to think critically and problem solve, sometimes in very high stress situations.
• Should always come to work with a positive attitude, ready to work hard and be a supportive member of our team.
• Propose new ideas to improve the planning and implementation process or to refresh future events.
• Take ownership of the events, doing what is needed without being asked, have strong follow-through and communication skills from inception to completion of events.
• Remain calm under pressure; handle/manage incidents as they unfold utilizing established standard operating procedures and crisis management trainings are your guides.
• Remain flexible to changing work environment.

Medical, dental, vision, HSA, FSA, STD, LTD