Milken Community Schools, one of the largest 7-12 community Jewish day schools in the United States, seeks a dynamic person to join our team as an Events and Logistics Manager. This person should possess 3-5 years of event management experience, be flexible, a team player, and detail oriented.
Role and responsibilities:
Research, strategize, develop, produce and deliver events from proposal through execution.
Supervise logistics for all events from calendaring and location determination to planning and execution. Coordinate details of events. Interact with maintenance, various departments on campus, caterers, security, etc.
Attend day, evening, and weekend events as needed.
Manage event team responsible for event coordination activities.
Manage and develop school calendar. This includes communication with all faculty and staff in the creation of yearly event calendar. Manage logistics with rooms, parking, security, food, décor, maintenance, etc. Must have the foresight to see potential conflicts. Must be able to communicate and resolve conflicts in a positive productive manner.
Source, recruit, negotiate and maintain external and internal vendor/team relationships. Calculate and manage budgets, negotiate with vendors, and adjust when necessary.
Provide pre- and post-event analysis, budget recaps, and participant feedback and incorporate learning into future plans.
Responsible for event preparation and logistics that may include event set-up and trouble-shooting with vendors and staff. Flexible with unexpected changes, modifications, etc.
Manage operational and administrative functions to ensure specific events and projects are delivered efficiently and professionally.
Determine, along with staff/faculty, event décor.
Plan menus, order food, and hire vendors and/or caterers.
Attend and facilitate weekly event planning meetings.
Must be detail oriented, hard worker, self-starter, team player and able to work with internal clients and external vendors.
Experience and qualifications
Candidates must have an undergraduate degree.
Candidates must have 3-5 years of experience in event management.
Previous work experience within a school a plus but not required.
Salary and benefits will be commensurate with background and experience.
Events and Logistics Detail
General Event Planning
Meets with event holders to "design" event - determine location(s), table and chair set up, how many people attending, food needs, etc...
Receives calls from faculty and admin to identify and confirm available spaces for meetings and events, sometimes relocates classes or meetings to accommodate requests, works with event holders to address facilities scheduling issues
Runs weekly Event Planning meeting to review upcoming events and discuss schedule conflicts, calendar changes or additions
Rentals - orders chairs, tables, linens, pipe and drape, outdoor heaters, etc. as needed for events
EMS - Event Planning Software
Book rooms for events
Identify scheduling conflicts and work with event holders to solve double booking issues and plan ahead if spaces are not available on desired dates
Copies event information from one year to the next and meets with event holders prior to event to update information
Provides operations department with up to date information on events - the operations team checks EMS report at 3:00 pm each day knowing that information will be current for the following day at that time
Participates in Upper School graduation planning and attends graduation committee meetings
Has a list of quantities of chairs, tables and misc. equipment owned by the school - uses this information to determine if there will be enough equipment to service events on the calendar - if not an order will be placed for rentals
Meets with operations day crew supervisor regularly, sometimes daily to discuss event details
Informs event holders on what can be done from a facilities perspective
How many chairs and tables can fit safely in each space
Set up and break down time required
Will the gym floor need to be tarped, set up and break down required for this
Will the ops team have the bandwidth to cover what is being requested, is the request realistic given the time frame
Meets with security director weekly to review security needs for events
Determines if additional coverage is needed for weekend events and access to the campus
Transportation and Parking
Works closely with transportation coordinator to ensure shuttles are ordered if needed for an event
Event Manager determines if offsite parking will be needed - if needed communicates, dates, times and number of shuttles needed to transportation coordinator
Valet Service - is used on site for events that will require parking at the Upper Campus and use of the tandem spaces
Meets with event holders to determine needs and requests
Ensures all food is Kosher and dairy and meat meals are not served together
Ensures the school is working with Kosher certified vendors
Places food orders and coordinates delivery of food with vendor and with the Ops team.
Works with the Ops team to plate food items as needed, create a list of items that will need to picked up at Smart & Final
Coordinates and manages the timing of food set up and delivery, works with vendors to ensure food is arriving on time but not too far in advance of the event
Picks food items, flowers or small detail items up from local vendors and sets them up at the event
Follows a schedule from October to March to work with the principals, admission department and front office personnel to map out events for the upcoming school year. The goal is to have all dates input into the myMilken calendar by late February or early March.
Performing Arts - works with PA department to get all rehearsal and performance dates scheduled in advance
Athletics - works directly with athletics directors to review practice and game schedule 6 months ahead and identify conflicts in advance and "block" the athletics facilities
About Milken Community Schools
Milken Community High School is the largest community, Jewish day school in the United States. On the foundation of the highest academic standards and Jewish ethical and spiritual values, Milken Community High School develops students with sharp minds, generous hearts and kind souls. We value each
member of our pluralistic community while we foster a deep connection to Israel, a lifelong dedication to the Jewish people and a passionate commitment to the service of humanity and the perfection of God's world.