Associate Director of Event Rentals

Position Duties and Responsibilities: Sales and Business Development (approx. 45%)Achieve annual event rental revenue and booking goals; build and manage a pipeline of prospective clients across corporate, nonprofit, social, and wedding markets. Respond to inquiries promptly, actively pursue new clients, and follow up on all sales leads; cultivate repeat and long-term client accounts. Conduct site visits and tours, helping clients visualize how their event will function and recommending the best venue, space, and configuration. Develop and maintain rental pricing and other offerings (including catering and beverage options) to maximize revenue and room usage. Lead event rental marketing in coordination with O-pa Marketing, including the venue rental website, digital and paid search advertising, wedding and event listing platforms, and promotional materials. Represent O-pa at local industry functions, networking events, and trade shows (pre-approval required to attend).Event Planning and Execution (approx. 35%)Oversee the planning and successful execution of all private event rentals, ensuring a high level of client satisfaction. Coordinate rental holds and bookings with Programming and other departments, ensuring rentals are scheduled around the performance calendar and in accordance with O-pa booking policies. Communicate event details, timelines, and requirements to Production, Food and Beverage, Security, Housekeeping, and Facilities teams. Ensure events comply with O-pa policies and applicable laws. Serve as on-site lead for rental events as needed, resolving issues in real time. Coordinate internal and organization-wide events with other departments as requested. Contracts, Finance and Administration (approx. 20%)Prepare estimates, write and review event rental contracts, and enforce contractual terms, including deposits and securing payment. Finalize client settlements and review vendor invoices to ensure accurate, timely billing and payment. Create and update an annual business plan for event rentals; prepare the annual department budget and regularly report on pipeline, bookings, and actual performance against goals. Maintain accurate records in O-pa's booking and client management systems. Stay current on meeting and event industry trends and ensure O-pa's rental program remains competitive and innovative. Perform other duties as assigned.

Supervisory Responsibilities: Events Manager

Schedule: Must maintain a flexible schedule, including regular evenings, weekends, and holidays, to conduct tours and support events.

Requirements: Minimum Experience and Qualifications:5 years of event sales and/or event management experience. Demonstrated track record of meeting or exceeding revenue goals. Prior supervisory experience and the demonstrated ability to work well with other departments and external vendors/clients. Excellent verbal and written communication, negotiation, and organizational skills. Experience with event booking/CRM software and contract and budget management.

Preferred: experience in a performing arts or multi-venue environment; Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP) designation.

Minimum Education Requirements: Bachelor's degree in hospitality, event management, business, marketing, or a related field, or an equivalent combination of education and experience.

Physical Demands/Working Conditions: Ability to stand and walk for extended periods during site tours and events, including moving between multiple venues. Occasionally lift and carry up to 25 pounds (event materials, signage, and supplies).Equipment/Machinery Used:

• Personal computer and mobile devices
• Microsoft Office and event booking/client management software
• Telephone and general office equipment