Director, Event Production

This is a Full Time Job

Director, Event Production

Job Purpose

To assist and support the Sr. Director, Event Development and Production with all events and event-related functions under ADEE's management.

Primary (Essential) Duties
• Align with the Sr. Director, Event Development and Production to establish clear lines of communication as well as delineation of duties between them
• Collaborate with Manager, Event Development on potential events in the pipeline, including support with prospecting and event ideation, expense estimates and calendar management
• Lead site visits and prepare event proposals, estimates, floor plans, and other event details
• Facilitate the creation and distribution of event contracts in coordination with the Legal department and to ensure all documentation for ADEE events is fulfilled for each event, such as COI's and waivers, as required
• Ensure proper permits are secured for all events (as required by local law/ordinance) and maintain close working relationship with Arizona Department of Forestry and Fire Management
• Prepare set-up sheets and production notes, timelines/run of shows and overall detailed expectations to all appropriate departments
• Lead regular Event Production meetings to discuss upcoming events with support departments and ensure preparations are on track and plans for execution are aligned across all teams
• Ensure frequent, detailed communication with event clients throughout the event processes to ensure all expectations are met
• Oversee and assist with event set-up, including tables, chairs, moving furniture, etc. as needed
• Build strong relationships with exclusive and preferred vendors (e.g. rental vehicles, runners production equipment, backline, flooring, etc.) that will help execute ADEE events
• As assigned, serve as the main contact on the day(s) of event from load in to load out
• Working with internal departments and external agencies, ensure life safety plans are executed and safety policies and procedures are being followed at all times
• Collect and prepare event invoicing for settlement, coordinating closely with the Finance department to ensure accuracy of event financial details
• Facilitate the collection of all post-event notes with the intent of celebrating successes while also correcting constructively necessary items in order to ensure improvement in future events
• Assist, with the managing and updating of the event calendar, website and any collateral or other marketing material

Knowledge, Skills and/or Abilities
• Experience/familiarity with duties and terminology of event industry
• Experience with direct oversight and management of both ticketed and non-ticketed events, including large-scale/complex functions and working with high profile clients
• Excellent verbal and written communication and interpersonal skills
• Must be able to simultaneously manage multiple projects at different stages of their life cycle with competing deadlines
• Ability to lead cross-departmental projects and initiatives with various departments within the D-backs organization
• Ability to ask for help from support staff around you, yet autonomously handle tasks once given a framework
• Demonstrated people and team leadership qualities
• Ability to communicate effectively between multiple entities (promoter to tour manager, promoter to venue manager, promoter to production manager, vendor to production manager)
• As needed, ability and willingness to assist the D-backs Event Coordinator with specific, gameday and non-game activity
• Experience and understanding of diagraming programs preferred
• Must be self-motivated and have the ability to maintain a positive attitude in a fast-paced and dynamic work environment
• Ability to remain calm and collected under pressure and make quality decisions in stressful situations
• Exceptional professionalism and polish in demeanor and appearance
• Ability to work extended hours, including games and events on nights, holidays and weekends
• Strong ability to negotiate
• Proven computer skills (Word, Excel, PowerPoint and Outlook) that are integral to the job description

Experience/Education Requirements
• College degree or equivalent experience required
• Demonstrated relationships within the events and entertainment industry
• 5-7 years previous experience planning and executing large, high-profile events in an arena/ballpark environment required
• Proven ''resume'' of successful ticketed/non-ticketed event planning and management, from proposal stage to event settlement
• Experience with event financial reconciliation and/or budget management preferred
• Familiarity with ''event vendors'' in AZ e.g. flooring, rigging, décor as well as City/County/state permitting/building codes

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.