Job Title: Events Manager

Department: Events

Reports To: Assistant Director of Events

Salary: $50k - $60k

FLSA Status: exempt

Year Created: 2023

Overview

The Events Manager will work collaboratively with the Assistant Director of Events to ensure that events at Newfields run smoothly, exceptionally, and in the spirit of Newfields’ mission and values. The Events Manager will oversee the scheduling and management of event operations from inquiry to execution for all internal events and external events assigned by the Assistant Director of Events. The incumbent will be the primary liaison between the Events team and internal clients.

Primary Responsibilities

The following responsibilities describe the general nature of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory.

Daily Tasks and Event Sales/Operations

Tripleseat

Maintain scheduling software to generate event orders
The main liaison to general staff questions, onboarding, and staff assistance
Manage all internal leads
Maintain the events calendar
Ensure accurate financial information for each account.

Finance

Be the main liaison between events and finance
Manage all PO’s building/ processing
Provide finance with requested materials attached to all event-related invoices
Manage Khan’s commission and tracking on a quarterly basis
Report all Lume events monthly
Maintain the budget tracking
Assist with the 2025/2026 new event price structure

Events Management

Providing support and guidance to the coordination team
Act as day-of to assigned events to include the planning process
Continuously monitoring workflows and best practices to ensure and implement any necessary revisions to maintain a productive and streamlined process
Main liaison to Khan’s Catering to advise/ direct with any set-up inquiries. This could include quarterly meetings with the Khan’s assigned Newfields event manager
Produce event content for communication purposes for the institution and all internal standing meetings
Sub-plan events during peak season and assign to coordinator for day-of coordination
Maintain event distribution list
Ownership of the annual Newfields vendor reception

Event Sales

Evaluate secured accounts for additional revenue-generating opportunities. They may include an additional rental for another hosting component or an experience pre/post-event
Assist with an influx of event leads during high volume times including assisting the client through the entire sales process
Assist with generating and executing event contracts as necessary
Maintain and have complete ownership of events platforms/CRMS
In collaboration with the events team, introduce hosting concepts to generate sales, and incentives designed around group, festival, and or event-based concepts.
Support, plan, and or execute signature events as dictated by the president’s office. This includes but is not limited to seasonal institutional events in collaboration with the president’s office and or advancement and marketing.

To perform the job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Required Skills

Excellent verbal and written communication skills.
Exceptional customer service skills.
Exhibit a pleasant and upbeat attitude when interacting with staff, clients, and guests.
Excellent organizational, managerial, analytical, and communication skills are required.
Good computer skills and a keen attention to detail are required.

Education and/or Experience

At least 3 years of customer service experience.
Event operations and sales experience.
Non-profit industry experience preferred.
BA/BS degree preferred.

Physical Demands of Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Physical demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those that employees may encounter while performing the essential functions of the position. The noise level in the work environment is usually moderate.