TSA - Director of Events

• POSITION TITLE: Director of Events – Full Time
• EJ – ($93,100- $148,800 Annually)

POSITION CLASSIFICATION: Untenured

GENERAL DESCRIPTION

The Director of Events will be responsible for the general administration, management, coordination, and supervision of the day-to-day activities for the Tampa Sports Authority event operations department, inclusive of all events at Raymond James Stadium and other Authority venues as required. A strong emphasis will be placed on event coordination, contract management, revenue generation, event production, and related contractual services.

The Director of Events will be responsible for overall planning, organizing, controlling, and monitoring of the event operations with an emphasis on service to clients, booking events, coordinating activities with other operational departments, event related contract services, and event budgetary control at Raymond James Stadium and other Authority venues as required.

In addition, the Director of Events will be responsible for assisting in the development and implementation of administrative policies and procedures designed to promote efficiency of operation and quality of service within the event operations department.

POSITION REPORTS DIRECTLY TO: VP of Event Operations

JOB RESPONSIBILITIES

• Develop and implement long-term and day-to-day operational policies and procedures for the event operations department and provide overall administrative supervision, coordination, scheduling, assigning, planning, monitoring, analyzing, and organizing work assignments of event manager, event coordinators, and all contracted event service contractors. Assures the highest quality service to all tenants by establishing goals and supervising the following employees: Event Managers, Event Coordinators, and Operations Interns..
• Oversee and participate in the interviewing, hiring, training, coaching, and development of all event operations department personnel in accordance with established guidelines and procedures. Ensure the development, ongoing improvement, and implementation of formalized training and education programs for the event operations department.
• Develop, maintain, coordinate, and act as liaison with tenants, outside organizations, contractors, vendors, county/city departments, code officials, and private firms to facilitate communication and coordination with operations related to internal planning. Tenants and/or contractors include but are not limited to the following: Tampa Bay Buccaneers, University of South Florida, Reliaquest Bowl, Gasparilla Bowl, Monster Jam, New York Yankees, Tampa Bay Lightning and the Stadium Food and Beverage Contractor. Participate in tenant, client and contractor meetings as required to ensure operational concerns and needs are met. Work effectively with all Authority tenants ensuring compliance with applicable agreements while promoting positive tenant relations.
• Serve as and/or assign Event Coordinators to be the primary Authority point-of-contact leading up to and during events. Create work orders and AutoCAD diagrams to disseminate event information to all departments. Reconcile invoices and labor costs following each event to generate the final event bills for tenants and clients.
• Oversee department-specific budget meetings and provide expense projections for the event services department. Monitor specific event and departmental budgets including verification of proper coding of departmental purchases to ensure accurate accounting and provide sufficient data for planning. Oversee purchasing procedures within the department to ensure compliance with Authority Enabling Act and purchasing guidelines. Develop, review, and submit timely and accurate bid specifications for equipment and services in the event services department.
• Seek out, develop, and maintain participation in industry related associations and trade shows to keep abreast of innovations and improvements in procedures and practices within the industry; apply this knowledge in improvements to the delivery of services and reductions in operating expenses.
• Provide leadership on continuous improvement and team building efforts. Participate in employee committees and staff meetings emphasizing team management, high morale, and quality service to Authority customers. Conduct and maintain performance evaluation and professional development programs for subordinate personnel. Counsel subordinate personnel as required to manage personnel issues. Conduct internal investigations as required by any on-going disciplinary process and recommend and/or administer discipline as required.
• Provide a safe environment free of harassment for department employees and ensure compliance with all applicable OSHA standards and local, state, and federal laws including the American with Disabilities Act.
• Schedule, plan and conduct regular staff meetings with department employees to share relevant information and promote feedback relating to methods to improve service to internal and external customers and to ensure smooth coordination of department activities. Participate in weekly executive staff and monthly Authority staff meetings.
• Conduct regular inspections to review all facilities, equipment, personnel, general activity and share findings and observations with department managers and staff to assist in maintaining a superior level of function, polish, and efficiency at Raymond James Stadium. Review and recommend equipment, materials and services required to provide and improve service to clients and guests in all facilities.
• Use computer terminal to enter and retrieve information and prepare reports on departmental activity. Oversee the creation and maintenance of the event services department filing system and records to ensure that required documentation, event details, licensing, and accurate event billing have been reviewed and filed.
• Act on behalf of the Vice President of Event Operations in his/her absence.
• Perform other duties, functions, special projects, and responsibilities, as assigned.

general requirements

• The Director of Events shall be knowledgeable in all administrative, financial, and operational rules, procedures, and programs of the Authority. Knowledge of principles and techniques used in the successful event management of a world class professional football stadium.
• Position requires irregular schedules, including evenings, weekends, and holidays; the performance of work assignments may not be directly related to job specifications. Adjustments of shifts, overtime, breaks, etc. may be required upon short notice.
• Monitor work activities of all contract vendor services required. Ensure accuracy of contract billings and tenant payments.
• Develop and maintain accurate records, logs and reports for the department and the facility.
• Exceptional organizational and interpersonal skills including the ability to motivate others.
• Position requires ability to interact with tenants, fellow employees, clients, contractors, the public and outside vendors in a courteous, cooperative, and professional manner.
• Maintain a high public image, positive attitude and demeanor when performing a service for customers and the public in the facilities.
• Ability to demonstrate excellent oral and written communication skills in the English language.
• Ability to stand or walk for long periods of time.

MINIMUM QUALIFICATIONS

• Graduation from an accredited four (4) year college or university with a degree in sports management, business administration, or related field. Management experience in the facilities or maintenance fields may be substituted at the rate of 2 years’ experience for each year of college.
• Eight (8) years’ experience of event planning and coordination in an arena, stadium, theater, convention center, amphitheater, or other public assembly facility.
• Minimum of three (3) to five (5) years managing both full and part-time employees.
• Ability to maintain a high public image, positive attitude and demeanor when performing a service for customers and the public within a public assembly venue.
• Must have a thorough knowledge of computer systems and demonstrated ability to use business application software.
• Experience with using Booking/Event Management software and AutoCAD highly preferred.