Manager of Event Operations chez Huntsville Botanical Garden

Description

Manager of Event Operations

Department: Hospitality Services

Supervisor: Director of Hospitality

Supervises: Lead Venue Coordinator, Venue Coordinator

FLSA Salary Classification: Exempt, Full Time

Availability: Regular business hours on weekdays with occasional extended work hours, evenings, and weekends.

Revision Date: August 2025

General Summary:

The Manager of Event Operations works collaboratively with Hospitality Services and other Garden departments to ensure the smooth execution of private and internal events in support of the Garden’s mission. This role directly supervises the Venue Coordinators, with the Lead Venue Coordinator overseeing Venue Hosts. The Manager provides leadership in staff development, scheduling, logistics, facility readiness, budgeting support, and operational procedures to ensure events run efficiently and uphold the Garden’s standards. Directly manages the scheduling and daily plans for Garden Venues to meet established revenue goals. Maintains excellent customer service while generating sales for the rental of Garden venues.

Essential Functions:

• Oversee the planning and execution of private events, overseeing scheduling, logistics, and vendor partnerships, to deliver exceptional guest experiences and well-coordinated operations.
• Lead, train, and mentor Venue Coordinators and Hosts, fostering a culture of exceptional service, accountability, professionalism, and continuous improvement.
• Actively manage venue readiness in partnership with Facilities, ensuring safe, attractive, and well-maintained event ready spaces.
• Support revenue growth by effectively managing scheduling, utilization, and operational processes to maximize bookings.
• Manage budgets, contracts, and operational reporting to ensure compliance and informed decision making.
• Implement and refine operational policies, checklists and service standards to improve efficiency, communication, and safety that elevate the guest experience and safeguard the Garden’s assets.
• Collaborate closely with internal teams including Marketing, Advancement, Guest Experience and Horticulture, supporting donor events, visitor programs, and mission-driven programming maximizing space utilization.
• Leverage event management software to streamline operations, reporting, and client communication.
• Serve as a hands-on leader, regularly present during high-profile and complex events.
• Perform all other duties as assigned.

Requirements

Minimum Qualifications: A bachelor’s degree in business, hospitality management, events, or a related field, and a minimum of 2 years’ experience in event planning, operations, and customer service management, or an equivalent combination thereof. Strong organizational and analytical skills, with the ability to balance operational excellence with revenue goals.

Success Factors:

• Embodies the Garden’s Core Values and mission of plant conservation, education, and research.
• Maintains a polished, professional demeanor and thrives in a team environment.
• Ability to communicate effectively within a team, align on shared goals, prioritize tasks, and pursue continuous improvement.
• Ability to manage, motivate, and direct a team to exceed customer expectations and drive revenue growth.
• Collaborative mindset with a commitment to excellent customer service, high standards, and an awareness of the impact on the Garden as a whole.
• Highly organized and effective at managing multiple priorities in a dynamic setting, respond promptly to communications, and remain composed under pressure.

Preferred Qualifications:

• Staff supervisory and training experience 
• Experience with Triple Seat or other booking management software

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Physical Demands: This role involves continuous communication with staff, guests, and vendors, as well as extended periods of sedentary office work. The position occasionally requires lifting up to 25 lbs. and navigating the Garden’s grounds over uneven terrain.
• Work Environment: Work is primarily performed in an office setting. At times, duties require working outdoors in all weather conditions and traversing varied, uneven terrain throughout the Garden.
• Equipment: Uses standard office equipment, audio-visual systems, two-way radios, tablets, and operates the Garden shuttle as needed.

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually. 

Employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. 

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.