Operations Events Manager

OUR MISSION

Our School, founded on Jewish values, is about who our children can become and how they can help others become who they might be. Because the world our children will create tomorrow is born in the School we build today, our mission is to educate our children so they can surpass us.

POSITION OVERVIEW
The Operations Events Manager is part of the Milken Operations team, managing events from inception to completion for all departments, including student & faculty lead events. The Operations Events Manager works closely with the External Relations Events Manager who plans a range of community wide events throughout the year; size and scope of events could range from 50 attendees up to 500+ attendees. The Operations Events Manager works both with internal and external clients and is tasked with representing Milken positively and providing excellent customer service - doing things the Milken Way. The Operations Events Manager reports to the Director of Operations and Campus Safety and works closely with other Operations Managers with facilities, security and transportation teams.  

RESPONSIBILITIES

Event Planning 

• 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 the facilities team, calendar manager and various departments on campus like transportation, security, IT, etc.
• Source, recruit, negotiate and maintain external and internal vendor/team relationships. 
• Calculate and manage budgets, negotiate with vendors, and adjust when necessary.
• Attend weekly Operations meetings and be prepared to provide pre- and post-event analysis, budget recaps, and participant feedback and incorporate learning into future plans.
• Responsible for event preparation and logistics including 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.
• Ensure kashrut policy (dietary policy) is maintained at all Milken events, with guidance from Rabbinic Head as needed.

Operations Event Management

• Provide hands-on approach to ensure event set-up meets expectations and quality.
• Oversee event operational inventory and assets.
• Assist with general overall upkeep of campus.
• Complies to all safety policies, procedures, and protocols when executing work duties and responsibilities.
• Knowledgeable in A/V & IT equipment for set-up, use and tear down.
• Ability to work with frequent interruptions while maintaining strong detail orientation; be flexible and adaptable under varied conditions and requirements.
• Ability to operate effectively in absence of direct supervision.
• Other related duties as assigned.

Budget Management & Reconciliation  

• Manage all clients’ event budgets and keep clients up to date.
• Obtain approval for all invoices and ensure vendors are paid upon client approval.
• Maintaining budget minded and campus sustainability.

Event Management System (Dude or similar)/School Calendaring (myMilken)

• Enter all event details into the event management system (Dude) and work with Campus Calendar Manager on any conflicts (myMilken). 
• Attend weekly calendar meetings with all relevant departments as needed.
• 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.

QUALIFICATIONS

• Commitment to Milken’s mission.
• Superior communication and interpersonal skills.
• Bachelor’s degree preferred.
• 3-5 years experience in events management.
• Entrepreneurial and collaborative approach.
• A team player who is flexible, highly detail oriented, able to multitask easily, and has impeccable follow-through on projects.
• Familiar with Google Suite and Mac computers preferred

Standard On-Campus Hours
Start: M - F by 7:45 AM
End: M - Th 5:30 PM, F 2:45 PM
*All schedules are subject to change.

SALARY RANGE: $75,000 - $85,000

For a complete overview of our benefits, please visit the Employment page on our website.

Milken strives to be a nurturing, diverse and inclusive community.  It is a vibrant academic home, drawing faculty and staff from the spectrum of faith, social and cultural backgrounds.