Events & Reservation Manager
2 days ago
Boston
Job DescriptionBenefits: • 401(k), • Dental insurance, • Health insurance, • Paid time off, • Training & development Job Title: Events & Reservation Manager Department: Visitor Services Reports to: Director of Visitor Services Position Status: Full-Time, Exempt Position Description: The Esplanade Association (EA) seeks an experienced Events & Reservations Manager to oversee the successful production of all EA stewardship events across season and venue, with particular oversight of the bookings in the Esplanades forthcoming Smith Family Pavilion and Charlesbank Campus (Charlesbank), EA's new year-round all season destination for park visitor welcome, wellness, discovery and engagement. This Manager serves as the organizational lead for EA's ongoing seasonal cultivation activities with supporters as well as milestone ribbon cuttings for public projects, and new event rental and reservation opportunities at Charlesbank. Seasonal responsibilities include Board meetings, the Annual Meeting, the summer Dock Party, the Moondance Gala and its related pre- and post- events, and will be complemented with new quarterly offerings at Charlesbank that may total approximately 15 events annually. Beyond EA events, this position is responsible for overseeing and managing the calendar of Charlesbank space use by EA for scheduled programs, by partners for community use and by EA's Cafe/Catering Operator for onsite event rentals and services. As the primary EA liaison with the Cafe/Catering Operator, this Manager must be able to work seamlessly with the Operator and their vendors (for AV, tenting, furniture, decor, entertainment and event planning) while adhering to EA procedures and standards of excellence for public service, park care and park user satisfaction and enjoyment. The role must work flexible hours including weekends, evenings and some holidays to accommodate public, partner and rental clients across desired hours of use. The Events & Reservations Manager will build excellent processes, reports and strategies to increase and improve meaningful gatherings in and for the park that expand EA's capacity to connect more people to the Esplanade. About the Esplanade Association (www.esplanade.org): Founded in 2001, the Esplanade Association (EA) is the community-supported non-profit dedicated to expanding the care of and for the historic Charles River Esplanade through projects, programs and plantings that amplify the park experience for over 4 million visitors annually. The Esplanade is downtown Bostons 64-acre state park maintained by the Massachusetts Department of Conservation and Recreation (DCR). This cultural landmark is revered for its natural and cultivated beauty, history, riverfront access, miles of popular running and biking trails, and dynamic programs with numerous organizations. EAs contributions include funding and implementing the following enhancements, revitalizations and activations: over 100 service, educational, recreational and cultural programs offered annually; over 300 new trees planted through the Lasting Esplanade Arbor Fund (L.E.A.F.); repair or reconstruction of beloved amenities including Lotta Fountain, Community Boating docks and Centennial Fountain; both temporary and long-term public art commissions; playground maintenance and accessible design, including the Gronk Playground in 2025; construction underway to open in 2026 the Esplanades new Smith Family Pavilion and Charlesbank Campus, improving two-acres to equitably welcome more people from more places to a year-round destination in the park; and much more. It's an exciting time to join our community-engaged non-profit as it grows in scale, visibility, and impact. Metrics: The Events & Reservation Manager is successful when: • Events consistently meet pre-set goals to advance engagement, reputation, and cultivation., • Surveys reflect high satisfaction and recommendable ratings for production cost, quality, enjoyment, • Communications and execution run smoothly across teams, vendors, partners/clients, and guests Responsibilities: EA Event Coordination (35%} - • With guidance from the Director of Visitor Services and Director of Development, produce the Moondance Gala, EA's largest fundraising event, providing ~10% of total contributed revenue each year., • Manage all logistics on budget, including vendor engagement, host committee management and internal coordination with fellow Development, Communications, and Volunteer colleagues for, • Successful integration of event-specific designs, video content, presentation slides, registration & payment software, run of show, and execution of program., • Responsible for all aspects of other EA signature events, including the Annual Meeting, Board meetings, the Dock Party, Gala kick-off, donor Hatch Shell dinners, corporate cultivation, and milestone events for ribbon cuttings or awards as scheduled, in coordination with EAs Development, Programs and Projects staff., • Propose theme, budget, schedule and invite lists to meet specific sponsorship interests and park needs., • Supervise efficient setups and breakdowns in partnership with the Facilities Manager and relevant partners to ensure smooth overall operations and use of park and Charlesbank spaces., • Ensure all EA vendors and guests are properly (if not personally) welcomed and ushered., • Prioritize tasks, manage staff, pace logistics and problem solve to meet any event circumstance., • Introduce creative and memorable experiences that fit EA's sustainability and park care standards., • Evaluate and report on ways to improve event preparation, execution, outcomes and follow ups. Charlesbank Reservations/Rentals {35%) • As primary contact, respond dependably to all internal and external inquiries for all reservations or rentals., • Maintain a master space calendar tracking use by EA staff, the Cafe/Catering Operator and the public., • Establish and improve rental processes and FAQs to accommodate processes for scheduling, set-up options, contracts, payments, and providing proof of renter's liability insurance(s) as appropriate., • Schedule and lead site visits with potential renters and schedule/provide on-site supervision during rentals., • Attend proactively to all details to meet client requests as agreed. Anticipate concerns and set expectations., • Partner with EA Facilities Manager and vendors to coordinate setup, breakdown, custodial service, and (IT) service for audio/visual (A/V) needs., • Orient those making reservations on how to use the space, follow protocols, and access resources., • Ensure policies and procedures, regulations, and safety practices are understood and followed, • Inspect rental sites with time before and after use to ensure all furniture, fixtures, and equipment are operational and in ready-to-use condition., • Develop relevant data and resources, including pre-approved vendor lists and materials for potential clients, facility and equipment guides for partners, and post event surveys, usage and revenue reports for systems improvements and required State reporting, • Propose improvements to the space, use experience, and amenities in line with latest market trends, • Work closely with the Facilities Manager for highest level of space cleanliness and maintenance., • Work closely with Communications and Visitor Engagement Staff on outreach for equitable use, especially to neighbors in Environmental Justice Communities Liaison for Cafe/Catering Operator {15%) - • As key EA contact with the Catering Operator, adhere to clear criteria, dependable systems and efficient communications for all scheduled catered events., • Streamline systems for all aspects of event execution, from efficient delivery and set up to easy-to-follow shared client communications Other {15%) - • Remain current on local nonprofit events and keep Supervisor and Senior Management informed of potential external events, issues or market trends that may impact rental or reservation forecasts, • With the Facilities Manager, draft and continuously refine emergency action plan and procedures for events, keeping all updates to partners or clients current with latest regulations or best practices., • Document and report facility incidents or accidents, safety issues, • Assist on annual budgeting for investments specific to events, • Responsible for additional duties as assigned. Qualifications: • B.A./B.S. or equivalent, with 5+ years exceptional event experience, ideally in a public or non-profit setting, • Proven track record of reliability, punctuality, efficiency and tact, with ability to serve several people and distinct tasks simultaneously with grace, • Confident good judgment on prioritization and decision-making, • Demonstrable positive attitude, welcoming demeanor, customer service focus, and enjoyment of the public, • Outstanding interpersonal skills and demonstrated ability to interface at all levels of an organization, • Proficient in Microsoft Office Suite and basic accounting procedures for reconciliations and deposits, • Attention to detail to deliver accurate monthly forecasts and annual budgets of revenue and expenses., • Excellent creative, organizational and problem-solving skills to provide functional set-ups, innovative decor and enjoyable experiences, • Creative ability/networks to deliver innovative function set-ups, dcor & talent as unforgettable experiences, • Experience with audio-visual (AV) systems is a plus, • Familiarity with Boston's Esplanade and a passion for parks, recreation, open space and climate resilience a plus, • Bilingual or multilingual skills a plus Logistics: • Work hours are on average 40 hours per week, currently Monday through Friday, 9a-5p. When the Esplanade Smith Family Pavilion and Charlesbank Campus opens, currently scheduled for December 2026, work hours will be on average 40 hours per week, and likely shift to Tuesday through Saturday 11am to 7pm to accommodate booked event schedules., • Must be available to work a flexible schedule related to events on nights, weekends and some holidays., • Work will require being in both indoor and outdoor settings across seasons., • Work will require applicant to bend, reach, carry, climb, and lift 40 lbs. as necessary to perform assigned duties., • Applicants are subject to Criminal Offender Record Information (C.O.R.I) check, however, we believe in rehabilitation and will provide any applicant the opportunity to address past work and life experiences. Compensation: EA offers a competitive salary for the Boston non-profit and parks sector. Performance and compensation are reviewed regularly, and management provides all employees with transparent benchmarks and paths for professional development and promotion within the organization. Per recent market research, the annual salary range for this position will be $60,000-70,000, commensurate with prior experience and demonstrated skills. The advertised pay scale is not a guarantee of a specific wage; however, it represents the maximum compensation we can offer. The compensation provided to a candidate may depend on various factors, including, but not limited to, the candidates qualifications. Benefits: • 15 vacation, 12 sick & 2 personal days per year (after 2 years of service, vacation days increase to 17), • 11 holidays, Thanksgiving, Christmas, New Years Day, MLK Day, and Presidents Day off and the 6 remaining as floating holidays depending on holiday worked, Memorial Day, Juneteenth, July 4, Labor Day, Indigenous Peoples Day and Veterans Day., • Health and dental insurance, 80% of monthly premium paid by EA, • Health savings account with $2,500 EA contribution for those enrolled in EA health plan, • 403(b) retirement plan, • Commuter benefits, pre-tax deduction up to $300/month, • Paid professional development opportunities Application Process: • Include 1-page cover letter. Describe what details make an event, meeting or program memorable, and how you would translate this to the Esplanade's current and future convening platforms, • Resume should include at least 2 references for roles within the past 3 years., • Each file name should include the applicant's last name. The Esplanade Association is an Equal Opportunity Employer and greatly encourages candidates of all backgrounds to apply. Diversity of opinions, experiences, and backgrounds is a key and valued component of our work to promote a welcoming, accessible, and inclusive experience on the Esplanade through an organization that is itself diverse and inclusive. Not sure you meet 100% of our qualifications? Research shows that men apply for jobs when they meet an average of 60% of the criteria. Yet, women and other people who are systematically marginalized tend to only apply if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Whether you're new to non-profit administration, returning to work after a gap in employment, simply looking to transition, or take the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest and what you hope to bring to this role.
