Convent of the Sacred Heart is New York City's oldest independent school for girls. As an independent, Catholic school, educating students in Pre-K through 12, we are part of an international network of 160 schools. We are committed to a set of principles shared by all Sacred Heart Schools. Known as the "Goals and Criteria," these principles articulate the core components of a Sacred Heart education and charge our community with a unified educational mission.
At the heart of our philosophy is the belief that each child possesses unique gifts. Our job is to unearth those gifts, nurture them, and empower each child of the Sacred Heart to share those gifts with the global community. Convent of the Sacred Heart is committed to building a community that is anti-racist, anti-bias, fair, inclusive, and welcoming to everyone and seeks candidates who connect to our Mission and Goals.
Special Events Manager
Full-Time
Beginning Late July 2024
Position: Special Events Manager
Reports to: Chief Administrative Officer
FLSA: Non-Exempt Full-time
Salary Range: $65,000 - $80,000 annually
The Special Events Manager will be responsible for managing the event schedule, and administering the event, including deliveries, supplies, set-up, catering, breakdown and cleaning. The ideal candidate will be an adaptable, even tempered, effective communicator with excellent organizational skills, and meticulous attention to detail. They will need to be available to work event time frames, including evenings. The Manager is representing Sacred Heart at every event. A vital part of this position will be to ensure that our guests are having the most positive experience we can offer. They will be the contact person & the welcoming face at the school events. The ideal candidate should have demonstrated ability to meet the following responsibilities:
Scheduling Responsibilities:
- Create a detailed timeline of events/meetings/deliveries & staff duties
- List precise setup/breakdown times for the Maintenance Staff & a detailed description of event needs i.e. tables/chairs/ice/beverages
- Solve space issues when classes conflict with event setup times
- Work directly with Sacred Heart Rental Manager on space availability for outside rentals in school buildings for weddings, photo shoots, movies etc.
- Work closely with day & evening Maintenance Supervisors & Staff to guarantee that time sensitive requests are being fulfilled
Event Coordinating Responsibilities
- Extensive communication with all Administrative Heads, their staff and event sponsors.
- Advise on menu selections & amount of food/beverage to order (alcohol included).
- Liaison between the client ordering & the caterer.
- Coordinate & supervise physical setup of all events including food/beverages, table linens, monogrammed cups/napkins, candles, flowers etc.
- Imperative to be present from beginning to end of all late night events that are serving alcohol. Offer last call (15) minutes prior to the bar's closing. Alcohol is counted prior to & after each event & then returned to the department hosting the event. All other items are returned to the event closet.
- Work directly with our outside catering staff & bartenders from event setup to breakdown while checking on their needs throughout the evening.
- Inform our cleaning staff of the areas that need to be cleaned prior to events.
- Responsible for stocking the event closet, including monogrammed items.
- Supervise evening setup for the next morning's events including linens, etc.
- Ability to anticipate last minute needs to ensure a smooth-running event.
- Create a welcoming ambiance for all events ranging from 20 - 150 guests.
Qualifications
- High school diploma, GED required; Bachelor's degree preferred
- Previous experience in events, hospitality, and catering management preferred
- Available to work event-based hours
- Must have excellent communication skills
- Proficient in Google Suite, specifically, Google Docs
- Experience using scheduling software is a plus
- Excellent oral and written communication skills
- Excellent customer relationship skills
- Flexible, creative, and able to work in a non-structured developing work environment
- Requires occasional lifting, carrying, pushing, and pulling up to 25 lbs
- Ability to stand for extended periods of time
In order to meet our commitments, job duties may change or new ones may be assigned without formal notice.
It is the policy of Sacred Heart to provide equal employment opportunity to all employees and applicants. This means that all employees and applicants will be treated on an equal basis without regard to race, religion, color, gender, sex, age, national origin, ancestry, citizenship status, marital status, pregnancy, military status, Vietnam or other veteran status, sexual orientation, domestic partnership status, disability, genetic information, gender identity, unemployment status or any other status protected by law. In addition to the protected classifications included in our EEO policy, the School also prohibits any form of discrimination or harassment based on being a certified medical marijuana patient, arrest or conviction, or domestic violence victim status in accordance with state law. This policy applies to all terms, conditions and privileges of employment, including but not limited to: hiring, training, faculty development, promotion, compensation, benefits, educational assistance, employee facilities, termination, and retirement. Any employee who engages in conduct that violates this policy is subject to discipline, up to and including termination.