Hospitality and Event Manager

The nonprofit Paramount Theater, Charlottesville’s premier performing arts venue located on the historic Downtown Mall, is seeking an organized and dynamic Hospitality and Event Manager to oversee and manage logistics for in-house hospitality activities, private rentals, and select events.

The Position:
Our people make us great! This full-time role will play a key part in ensuring that every event held at our venue, from private gatherings to public performances, is executed smoothly, professionally, and with exceptional attention to detail. The Paramount Theater offers competitive salary based on ability and experience, and comprehensive benefits, including medical/dental/vision coverage, generous PTO and paid parental leave, paid parking, and HSA and 401k plans with company contributions.

The Paramount Theater is an equal opportunity employer and encourages individuals of all backgrounds to apply. We are committed to creating an inclusive environment and fostering a diverse and equitable workplace. Join us in making a positive impact through the arts!

Schedule:
This is a full-time position with a variable schedule based on event needs, and will require flexibility to work evenings, weekends, and occasional holidays. The average workweek will be 40 hours, with flex or comp time when additional hours are required during peak periods or special events.

How to Apply:

When applying, please include your resume and cover letter outlining your qualifications and interest in this position. No phone calls please. Applications will be reviewed on a rolling basis until the position is filled.

Requirements

Primary Responsibilities:

1. Private Rental Management:

• Assist in research and seeking out potential new clients for rental business.
• Serve as the primary point of contact for renters, ensuring timely communication and addressing any needs or concerns related to their event.
• Collaborate with renters to ensure that all logistical needs, such as technical requirements, room setups, and catering, are coordinated in advance.
• Coordinate with all departments to ensure the accurate and timely reporting of rental expenses.
• Assist with the completion and dissemination of rental estimates, as well as occasional updates to rental marketing collateral.

2. Event Execution:

• Ensure coordination of all logistics for all VIP/major donor rental events.
• Properly set up in-house meetings in coordination with the appropriate department.
• Work with the Operations team to ensure the event schedule is current and accurate.
• Ensure that all standard operating procedures for each area of responsibility including the handling of cash and proper accounting for events are being followed. If not, take the proper steps to ensure compliance.
• Review post-event reports and confirm any cleaning, inventory, or other issues are resolved appropriately.
• Help facilitate the expeditious reconciliation of each event by submitting all related expenses as soon as possible.

3. Hospitality Management:

• Coordinate with internal staff to handle logistics for any special needs or receptions that occur before or after a Paramount Presents event.
• Manage hospitality for all donor receptions and coordinate with the Front of House Manager to ensure the proper food and drinks are available for all such events.
• Oversee hospitality for artists for Paramount Presents events by coordinating with the Production team and artist rider and management team, and direct hospitality staff, as needed.
• Organize and maintain all areas used for hospitality.

4. Event Supervision:

• Act as the Event Supervisor for assigned events to provide support for volunteers, staff, and patrons, ensuring an efficient workflow and excellent guest experience.
• Serve as the face of the Paramount Theater during select events. Be visible and available to all patrons, staff, volunteers, donors, and renters.
• Troubleshoot and resolve any unexpected challenges or last-minute changes during events to ensure customer satisfaction.

Position Preferences / Requirements:

• 2-3 years of experience in event management, hospitality, or a related field, with a proven track record of executing successful events.
• Excellent organizational and multitasking skills, with the ability to manage multiple events and priorities simultaneously.
• Strong interpersonal and communication skills, with the ability to maintain positive relationships with clients, vendors, and colleagues.
• Leadership experience in supervising event staff, volunteers, and/or vendors.
• Knowledge of the performing arts industry is an advantage but not required.
• Basic computer proficiency, including experience with Microsoft Office, G-Suite, and/or similar software.
• Experience utilizing a POS platform (e.g. Toast) is preferred.

Physical Demands

While this is largely a management and supervisory role, the Hospitality and Event Manager will also regularly assist with event setups and breakdowns, which may involve lifting items up to 50 pounds. Additional physical demands include:

• Standing or walking for extended periods during event supervision.
• Assisting with the movement of event materials, furniture, or technical equipment.
• Ensuring event spaces are set up and dismantled safely and efficiently.