Weekend Event & Facilities Manager

Weekend Event and Facilities Manager

Callanwolde is a community arts center and renowned venue located on a historic 12-acre estate in the heart of metro Atlanta. Our mission is to provide the Atlanta community with premier, accessible arts education, especially to the underserved, while promoting enjoyment of the arts at the historic and inspiring Callanwolde estate.

This hands-on position will focus on event day management of the Callanwolde estate. Callanwolde will host over 100 private events in 2024, most of which are scheduled on nights and weekends. The Weekend Event & Facilities Manager position works with the facilities and operations staff and private party client together with the client’s hired vendors, hired event coordinator, etc. This position will focus on execution of contract obligations with a high level of customer service, problem solving, time management, and facilities team support. 

The schedule for this position is 40 hours with somewhat flexible scheduling on Fridays, Saturdays, Sundays and Mondays.

Position Description:

The Weekend Event & Facilities Manager is primarily responsible for:

• Executing venue obligations according to event contracts and managing events with the ability to anticipate guest needs proactively and conscientiously. Events include weddings, private events, gallery openings, concerts, film set rentals, galas, fundraisers, and other special events.

• Meeting vendors (i.e., caterers, florists, rental companies, etc.) and clients prior to the event start time to confirm the BEO is correct ensuring a successful event where expectations for both the guest and Callanwolde are met.

• Facilitating day-of operations with clients and internal departments to ensure the contract obligations are met and the guest expectation is exceeded.

• Managing part-time and event support staff and the setting up and tearing down of event furniture provided by Callanwolde.

• Updating BEOs as necessary to facilitate accurate event logistics and team communication.

• Providing final event settlement to Business & Contracts Specialist including any additional fees incurred on day of event.

• Creating event recaps to report back to the Business & Contracts Specialist any venue related issues or thirdparty vendor follow up items.

• Support final walk-throughs and tours for prospective clients, returning clients, or vendors to facilitate event planning. Tours will be scheduled by the Business & Contracts Specialist.

• Assist Business & Contracts Specialist in obtaining necessary event and vendor documentation.

• Maintaining a working knowledge of Dekalb County alcohol laws and policies regarding permits and  policies for both private events and Callanwolde events and adhering to the law during events.

• Maintaining working knowledge of Callanwolde’s mission, history, and programming and communicang our story to private event clients and guests as needed.

• Providing support for other weekend happenings, including logistical support for students and instructors as needed.

Job Conditions:

The position is full-time, with a projected 40 hours per week, with evening and weekend work required. This position is not eligible for hybrid work.  This position is classified as non-exempt. The Weekend Event & Facilities Manager reports to the Operations Director and is a member of the Operations team. This position works closely with the Business & Contracts Specialist.  This position is subject to a criminal background check. 

The Weekend Event & Facilities Manager is expected to use discretion and independent judgment in carrying out his/her responsibilities and to represent the organization in a professional, knowledgeable and collegial manner at all times.  Other conditions and benefits are explained in the Staff Policy Manual.

Education and Experience

• High school diploma required. Bachelor's degree from a four-year college or university preferred.

• Minimum of two years of work experience required. Prior event management and/or hospitality experience preferred.

Knowledge, Skills, and Abilities

• Ability to work independently, efficiently, and accurately with little supervision.

• Exceptional organizational skills, good judgement, and high attention to detail.

• Exceptional interpersonal and communication skills, both verbal and written.

• Ability to lift up to 50lbs is required and you may be asked to stand on your feet for long periods of time.

• Ability to work collaboratively with many different parties, simultaneously, as part of a team.

• Ability to interact professionally with clients under stress.

• Ability to solve problems and quickly prioritize needs in a variety of situations.

• Proficiency with Outlook (email/scheduling) and similar programs. Photography or social media experience is a plus.