Event Specialist - Admin

Salary : $47,524.00 - $59,342.00 Annually
Location : Clayton, NC
Job Type: Full-time
Job Number: 25-00788
Department: Cultural Arts
Division: Cultural & Performing Arts Facility Enterprises
Opening Date: 05/14/2025
Closing Date: 5/29/:59 PM Eastern
Hiring Pay Range up to $59,342.00

Description

Salary Grade SG108 Recruitment Range: $47,524.00 - $59,342.00

Salary offered will be determined based on directly related experience

Work Location is 111 E Second St. Clayton, NC (Johnston County)
The Town of Clayton is seeking applicants for an Event Specialist - Admin for the The Clayton Center (Cultural Arts). The Town of Clayton employs more than 340 full-time staff in areas including police, fire, and electric utilities. The Town of Clayton also offers a range of PT positions including positions in Parks & Rec, Library, and Cultural Arts.
The Town of Clayton is the fastest growing town in Johnston County, which is the fastest growing county in the State of North Carolina. The vision for the Town of Clayton includes a thriving town where growth contributes to the quality of life enjoyed by long-time residents and newcomers alike; easy access but with an atmosphere that feels smaller than it is; a system of parks and greenways that connect people and places; neighborhoods with a variety of quality living options; a town that offers opportunities for people to live, create, shop and eat; a bustling and historic downtown, and businesses that are successful, growing, and investing in the community.

Duties & Responsibilities

Performs responsible administrative and technical work in support of events and meetings at The Clayton Center Conference Center and Auditorium.

Manage and coordinate the rental of the conference center space for private, corporate, and community groups for events of all sizes.

• Respond in a timely fashion to rental inquiries with policies, quotes, etc.
• Set the terms of, administer, and enforce contracts for rental events.
• Use judgment in determining how to price an event, how to staff it, and so forth.
• Develop, explain and enforce policies regarding rental events, the service of alcohol at events, insurance requirements, etc.
• Communicate with NC ABC Commission regarding laws, permits, and procedures involved in the service of alcohol at events at The Clayton Center.
• Invoice, collect, and record payments for events. Follow up on unpaid invoices.
• Coordinate with other service providers (caterers, DJs, florists, photographers, transportation, etc.) on events at The Clayton Center.
• Advise clients on event content, setup, flow, staffing needs, etc.
• Evaluate and set pricing structure of rental space, staffing, and value-added services.
• Coordinate value-added services (including beverage services) for rental clients.
• Design room setups for events including arranging tables and chairs and AV equipment.
• Assist clients with AV equipment (monitors, sound system, laptop connection, microphones, etc.) as needed.
• Work events during evening and weekends as needed or when deemed pertinent to the success of the event for the Conference Center Coordinator to be present.

Receives and manages requests for use of meeting rooms and other areas of Conference Center from Town staff.

• Plans for event and meeting logistics.
• Gathers event details and ensures appropriate set up for events including arrangements of tables and chairs and audio-visual equipment.
• Assists in coordinating any building logistics with appropriate staff.

Manage concessions for live performances and events at The Clayton Center.

• Research, order/purchase, and stock concessions products and supplies.
• Evaluate concessions expenses and revenues and regularly and review/update pricing as needed.
• Coordinate bar services for rental clients; invoice for services; develop policies related to the service of alcohol and ensure compliance with policies.
• Schedule staff to work concessions and serve as bar manager at events.
• Run financial reports for each event and maintain financial records of concessions.
• Ensure compliance with NC ABC Commission regarding laws, permits, and procedures involved in the service of alcohol at events at The Clayton Center.
• Report and ensure payment of quarterly sales tax to NC Department of Revenue for concessions sales.

Promote awareness of events and event space at The Clayton Center to the community.

• Designs templates for digital signage advertising events and designs templates for event slideshows.
• Collaborate and advise on marketing plans and materials for The Clayton Center.
• Make recommendations on marketing strategies for in-house events and the Conference Center itself.
• Communicate/coordinate with other Town Departments and employees regularly about events going on within the space.
• Coordinate with Town Special Events Coordinator on scheduling of Town and Community events outside of the Conference Center; maintain an awareness of events and issues within the Town that could impact rental events and in-house events.
• Cultivate relationships with other organizations within the community that may help cross-promote activities/events within The Clayton Center.
• Deliver promotional items/materials to community partners.

Special Requirements, Education & Experience

• Ability to multi-task and manage several projects/events at a time
• Organization: personal work as well as the work of event staff
• Knowledge of contract management/execution; Ability to review, manage, and negotiate rental contracts
• Considerable knowledge of the principles and practices of facility and event planning for multi-use facility gatherings.
• Knowledge of accounting, billing, and budgeting principles.
• Knowledge of safety rules, regulations and practices.
• Knowledge of computers and office software such as word processing and spreadsheets, event software, and ability to use in performing duties.
• Knowledge of marketing theory and principles for event presentation.
• Working knowledge of facility maintenance and repair.
• Ability to provide management of event activities and enforce department rules and regulations.
• Ability to effectively set priorities and manage project completion.
• Ability to recruit and train unskilled help.
• Ability to plan and coordinate the work of temporary, volunteers or paid workers.
• Ability to express ideas effectively and communicate effectively in oral and written forms. Ability to deal tactfully, firmly, and courteously with the public.
• Ability to listen, communicate with and provide appropriate client services.
• Ability to establish and maintain effective working relationships with other employees, supervisors, and the general public.

Education and Experience:

• High School diploma or GED, Associate Degree in Event Management or Hospitality or Theatre production or related field required.
• At least one to two years of experience in Event Management/Coordination, Theatre Production or a related field.

OR
The Town may consider an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.

SUBMIT OFFICIAL APPLICATION USING THE TOWN'S CAREER WEBSITE


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