Part Time Recreation Leader IV

Private Events Manager

Torpedo Factory Arts Center

Preserving the Past, while Innovating our Future!

The City of Alexandria is located in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington, and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the City's square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for a PART TIME RECREATION LEADER IV position.

Our work is driven by our 4 Guiding Principles:

• Aligning the work we do with our strategic plan
• Executing against our strategy and ensuring accountability for our results
• Promoting and encouraging a culture of leadership and ownership at all levels of the organization
• Promoting a culture of service excellence, creativity and entrepreneurship

Overview

The Part Time Recreation Leader IV for Private Event Rental Manager at Torpedo Factory Art Center (TFAC) sells the TFAC venue, provides clients and vendors support during private events, ensure the safety of the building and its occupants while providing exceptional, proactive customer service. The position is also responsible for overseeing and scheduling seasonal event staff and all administrative work associated with reserving dates, creating and executing private event contracts, and collecting payments. Duties re performed under the supervision of the Regional Program Director - Torpedo Factory Art Center.

What should you bring

Position involves the set-up and breakdown of event equipment and furniture. Candidate should have event planning, venue management, customer service, sales, marketing, and/or food and beverage experience. Extroverted, creative, flexible, detail-oriented, analytical perspective, technical acumen, ability to manage budgets and schedules are essential. Arts venue and/or nonprofit experience preferred.

The Part Time Recreation Leader IV for Private Event Rental Manager at Torpedo Factory Art Center will:

• Possess excellent interpersonal and communication skills, confident serving as the key point of contact for all private event communication.
• Possess confident conceptualizing and conveying messages articulately, in verbal or written form.
• Possess an unwavering commitment to customer service, with the ability and desire to build winning relationships with guests, vendors, neighboring businesses, and co-workers alike.
• Maintain relationships with the local event community including event planners, event producers, vendors, and other events companies. Ability to build suggested vendors lists.
• Ability to identify upsell opportunities; seek and coordinate additional opportunities for the use and rental of TFAC.
• Respond to all private rental inquiries, via walk-in, phone email, or website memberships, within 24 hours.
• Managing all bookings for rental events; creates and executes contracts, collects payments, and updates the proprietary City database in a timely manner.
• Managing administrative tasks to include vendor insurance, permits, private event insurance, and invoicing.
• Ensures legal accuracy of all contracts, invoicing, and insurance policies.
• Recommend hiring, schedule, and oversee seasonal/hourly event staff. Provide leadership, job training, and set service standards.
• Be responsible for seasonal staff timesheets and payroll.
• Will work with the marketing team to create collateral event materials, create marketing materials, tour packets, and update social media as necessary. Adhere to style and branding guides.
• Be able to confidentially maintain personal information. Understands and respects the sensitive nature of information and ensures financials are processed discreetly. Confident counting cash and processing cash, check, and credit transactions.
• Be able to keep meticulous records and build sophisticated spreadsheets.
• Manage three real-time event calendars and update the website to reflect early closings for private events.
• Procedural planning methods to manage simultaneous, demanding deadlines and the challenges that inevitably arise in all stages of event planning.
• Participate in weekly staff meetings and quarterly planning.
• Serve as onsite venue host for venue tours and rental events.
• Enforce TFAC and RPCA rules and regulations and City Fire Codes. Ensures cleanliness and proper functioning of the building.
• Coordinate with vendors and supervise their requirements and load-in/break-down logistics.
• Manages adversity with aplomb, resolves complex issues and/or manages conflict while remaining calm and respectful and ultimately achieving customer satisfaction.

About the Department

The mission of Recreation, Parks & Cultural Activities is to support the well-being of Alexandria’s residents by ensuring access to a variety of quality recreation, park and cultural experiences. The City of Alexandria Department of Recreation, Parks and Cultural Activities received national accreditation from the Commission for Accreditation of Park and Recreation Agencies (CAPRA). National accreditation requires park and recreation agencies to meet 155 standards representing elements of effective and efficient park and recreation operations.

Minimum & Additional Requirements

Associate Degree and four (4) years of experience or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Four-Year College Degree with completion of college-level courses in recreation, business, public administration, or a related field; successful completion of the provided National Pool and Waterpark Lifeguard Training licensing program, Current Water Safety and NPWLT Instructors certification, and a current NOVA Pool Operator's permit; two years of swimming pool operation experience; the ability to perform routine maintenance/repair work on pool equipment; one year experience at the level of a Recreation Leader II.

Preferred Qualifications

A Bachelor’s and Master’s Degree in Event Management, Hospitality or related filed is preferred, with more than seven years of experience in the event rental or event planning field. Experience at non-profits, government, or arts organizations is a plus.

Notes

THIS POSITION REQUIRES THE SUCCESSFUL COMPLETION OF PRE-EMPLOYMENT CRIMINAL RECORDS CHECK AND DRUG TESTING.