Venue Operations Manager

The East-West Center (EWC) promotes better relations and understanding among the people and nations of the United States, Asia, and the Pacific through cooperative study, research, and dialogue. Established by the U.S. Congress in 1960, the Center serves as a resource for information and analysis on critical issues of common concern, bringing people together to exchange views, build expertise, and develop policy options. The Center’s 21-acre Honolulu campus, adjacent to the University of Hawai‘i at Mānoa, includes conference facilities, three residence halls, and an office building that houses research, program, and administrative activities. The Center also has an office in Washington, D.C., that provides accessibility to US, regional government stakeholders, and program partners with innovative training, analytical and dialogue exchange, and public diplomacy products to meet US policy priorities and expressed needs in the Indo-Pacific region.

Our team is seeking an on-site Venue Operations Manager to oversee all aspects of facility operations and the year-round logistical coordination of conferences and events held at our Imin International Conference Center (“Imin”). With over 17,000+ square feet of venue meeting space that supports the East-West Center in producing successful events that impact local, domestic, and international audiences, this position will seek, receive, and respond to both prospective and existing clients interested in securing event space and conference services at Imin. The manager will work collaboratively with their staff, clients, and internal colleagues across all programs to ensure all events all appropriately organized, coordinated, and executed in a manner that exceeds client expectations, and seek out new business opportunities that could increase revenue or exposure for the continued growth and sustainability of Venue Operations.

MAJOR DUTIES:

Venue Operations Oversight

• Collaborates with leadership in planning, infrastructure, utilities and space/equipment layout design in terms of providing and delivering a fully functional, conference operational space at Imin. Collaborates and directs planning activities for venue including, but not limited to, facility master planning and strategic business planning.
• Assists in the review, development, and revision of EWC venue policies and procedures. Maintains a catalog of all policies and procedural information within the unit to ensure its accuracy and accessibility. Gathers and organizes cross-department policies and liaises cross-departmentally to develop and update policies, forms and procedures where needed.
• Oversees contractual and operational timelines and responsibilities between EWC, clients, and designated contracted service providers to ensure contract deliverables and outcomes are met. Coordinates service deliveries and other pre-event obligations within each event plan to ensure its authorization and procurement.
• Maintains scheduling database and communicates any necessary facility changes to team and appropriate parties.
• Supervises staging of meeting space, food service, and other special services including appropriate equipment, to meet client and contractual expectations during the event and ensure tasks are completed properly. Identifies and resolves problems effectively and in a timely manner with clients and event organizers.
• Fosters and maintains professional working relationships with a wide array of vendors to ensure consistent delivery of needed goods and services for conference and event programs.
• Oversees clearing and cleaning of all meeting spaces, as well as returning and restocking of equipment. Works closely with Facilities to ensure appearance and cleanliness of meeting spaces and campus grounds, as well as to pass any required sanitation or safety audits.
• Ensures compliance with applicable laws and regulations related to food safety, health and hygiene standards, and other regulations within the food service industry.
• Updates and maintains facility operations manuals outlining training on standard procedures for audio/visual support, teleconferencing, internet conferencing, and other related venue services.

Procurement and Contract Management

• Negotiates contract and rental agreements with prospective clients and service vendors. Provides prompt and professional service to and support to vendors, suppliers, and other contractors associated with the service agreement(s) including custodial and post-event cleaning contracts, as well as catering or routine equipment maintenance.
• Generates and secures contracts and insurance requirements, ensuring necessary compliance with EWC policies for conferences and events.
• Manages facility use arrangements and requests from programs, staff, and other users of venue space; monitors event/activity schedules to avoid space or usage conflicts. Coordinates logistics, security, parking, and other necessary tasks related to venue events with UH Manoa campus community.

Safety and Risk Management

• Oversees risk management and safety programs within the venue. Ensures work is performed in a safe manner, with an adequate inventory of first aid supply. Conducts walkthroughs within various workspaces and venue space environments to identify and resolve possible risks or hazards.
• Maintains security procedures and ensures the locking and unlocking doors, windows and gates, and turning security system(s) on/off are completed. Monitors security services and recommends enhancements to both services and physical security.

Building Management 

• Collaborates with the Campus Operations and leadership team in the development and coordination of capital projects for improvements to Imin.
• Collaborates with Campus Operations in developing and implementing a long-term plan and schedule for the tasks and procedures associated with routine, preventative and deferred facility maintenance.

External Event Support

• Assists Events team with logistics, coordination, and execution of external events. Assigns support roles and tasks to Venue team in facilitating external events during off-season periods.

Budget and Financial Support

• Ensures the necessary administrative, fiscal, and event planning documents are completed properly and timely (IE: Event contracts, licensing, insurance, work orders, floor plans, event report, collection of event COI and final invoicing). Work directly with providers to obtain necessary resources and ensure payments are delivered on time.
• Oversees budget and accounting of all event charges and payments as outlined in the event project plan(s). Approves departmental invoices, purchase orders, rental invoices, and internal transfers to ensure expenses are charged to the appropriate accounts.
• Assists in preparing the unit’s annual budget based on the previous year’s data and projections for future year ahead. Evaluates budget proposals and other financial requests for viability.
• Reviews budget performance on a consistent basis to ensure both revenue and expenditure projections are met. Investigates variances, identifies budget issues, and provides alternative solutions.

Personnel Management

• Provides day-to-day leadership to ensure a high-performance, customer service-oriented work environment that supports achieving the Center’s mission, objectives, and values.
• Organizes and oversees work schedules of unit staff and manages requests for time off in an appropriate and timely manner.
• Provides technical assistance and training to staff; inspects work and provides appropriate guidance and direction for proper development and growth.
• Establishes goals and criteria to be used in performance evaluations for unit staff. Conducts performance evaluations that are timely, constructive, transparent, and unbiased. Provides coaching and guidance for performance improvement and development.
• Submits Personnel Budget Forms to initiate and maintain personnel actions (recruitment, modification, termination, etc). Coordinates with HR in executing all recruitment, onboarding, and offboarding tasks.
• Interacts effectively and diplomatically in all areas of employee relations, always projecting a professional image while exercising the highest degree of confidentiality. Coordinates with HR in responding to employee concerns or complaints, performance issues, and/or inappropriate behavior.
• Attends supervisor training(s) as required.

This list of essential functions is not exhaustive and may be supplemented on an occasional basis in accordance with the requirements of the job.

SUPERVISION: This position works under the general supervision of the Campus Operations Administrator. The supervisor provides new or unusual assignments by defining objectives, priorities, and deadlines. The employee works independently on continuous assignments and handles problems and deviations as they arise and may take some problems along with possible solutions to the supervisor for advice and approval.

The Venue Operations Manager will provide direct supervision, guidance, and support to the following positions listed below. The incumbent is expected to work effectively with his/her team and handle problems and deviations as they arise in a timely and appropriate manner:

• Audio and Visual Specialist
• Venue Operations Coordinator
• Venue Operations Assistant

The position will also assist in the general supervision of assigned event staff, student assistants, and volunteers; and may direct staff to various projects and priorities as needed.

REQUIRED QUALIFICATIONS:

Education & Experience – A bachelor’s degree and at least five (5) years of full-time work experience related to banquet or venue management, convention services, or large-scale event planning; or a combination of education and work experience equaling at least ten (10) years that relate to successfully fulfilling the position’s duties. Experience should also include an additional at least two (2) years of supervisory or management experience with a record of authority to make basic to complex daily decisions, perform operational and strategic planning tasks, manage finances and budgets, and work collaboratively with a team/staff.

Communication – Strong written and verbal communication skills. Must be able to effectively communicate and interact with people of diverse backgrounds and abilities in person, on the phone and in digital environments.

Demonstrated Ability – To organize and carry out assignments by independently determining applicable regulations and procedures and appropriately applying policy and administrative directives; to apply sound judgment and analytical skills in making recommendations related to administrative matters; to maintain a high level of accuracy in working with numbers and other detailed matters; to communicate effectively both verbally and in writing; to work cooperatively and effectively with people of diverse backgrounds; to commit to diversity, equity, and inclusion; to appropriately handle confidential material; to work effectively in a highly non-routine environment; to effectively handle numerous complex details; to set priorities and work under pressure; to adjust work operations within available resources; to anticipate and solve problem situations; to work independently; and to adapt to changes and exercise initiative and good judgment in dealing with a variety of situations.

Physical Requirements – Able to walk up and down stairways, use a ladder, carry supplies and equipment, walk between conference rooms/floors, and move furniture and supplies up to 40 pounds; Sit, walk or stand for extended periods of time; dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a phone; see and read a computer screen and printed matter with or without vision aids; read and understand rules and policies, labels, and instructions; and to hear, speak and  understand speech at normal levels and on the telephone.

Driving – Valid driver’s license and clean traffic abstract.

Knowledge – Of routine office and record keeping procedures; correct English grammar, punctuation, spelling, and word usage; office machines and equipment; standard audio/visual equipment; computer interface devices and simultaneous interpretation equipment; and food service appliances. Possesses working knowledge of computer programs and software used within the unit (Microsoft 365 – Outlook, Teams, Word, Excel, Calendar, Forms etc., Microsoft Access, Adobe Sign, Asana).

Work Schedule – While a standard work week is from Monday through Friday (sans established EWC holidays), the position may be required to work weekends, holidays, or extended evening/morning hours to fulfill the needs of clients and conference participants.

Work Environment – The position performs tasks indoors and outdoors. Reasonable accommodation may be provided for individuals with disabilities to perform the essential functions.

PREFERRED QUALIFICATIONS

Possesses valid OSHA, first aid, and appropriate food safety certifications. 

SALARY AND BENEFITS OF WORKING AT THE EAST-WEST CENTER

You will have the opportunity to join an organization that values its employees and provides a supportive work environment. Here are some of the benefits you can expect:

Competitive Salary and Benefits – The annual salary for this position starts at $82,371.96 per year with an attractive benefits package that includes health insurance, retirement savings with a very generous company match, and paid time off.

Career Growth Opportunities – We believe in investing in our employees and providing opportunities for career growth and development. You will have the opportunity to take on additional responsibilities and advance your career within our organization.

Supportive Work Environment – We believe in fostering a supportive work environment where our employees feel valued and appreciated. We encourage open communication and collaboration and provide the tools and resources our employees need to succeed.

HOW TO APPLY: If you’re interested in applying for the role, submit an electronic application at APPLY FOR THIS JOB NOW so that you can be immediately considered. Here are some tips to help you prepare you for our job application process:

• Tailor Your Resume and Write a Compelling Cover Letter

Make sure that your resume is tailored to the specific requirements of the job. Highlight your relevant experience and skills and provide examples of how you have demonstrated leadership in your previous roles. Your cover letter should be tailored to the job and provide a clear and concise summary of your qualifications and experience. Explain why you are interested in the role and how you can contribute to our team. Our initial assessment will be based on the information you submit in your application.

• Be Prepared for the Interview

If you are invited for an interview, make sure that you are well prepared. Research our company and its role and be prepared to answer questions about your experience and qualifications.

• Provide Three Professional References

Ensure that your references can attest to your skills, work ethic, and integrity. What these people reveal about you — both in terms of what they do and don’t say — can make a difference in whether you’ll be hired. So, it’s extremely important that you choose wisely when deciding who to use as a reference.

The East-West Center is a premier institution in the Indo-Pacific to convene, develop, and equip a network of leaders to solve challenges of common concern. Founded in 1960, the Center has been a leader in promoting understanding and cooperation between the United States and the Indo-Pacific region through its innovative programs and research initiatives.

The Center is dedicated to creating respectful and inclusive programming that values innovation and growth through collaborations across the organization and the region. With its cutting-edge research, educational programs, and vibrant community, the East-West Center has become a hub of academic excellence and cultural exchange. Whether you are a student, researcher, or simply someone interested in making a difference for peoples and communities throughout Asia, the Pacific and the US, the East-West Center is the perfect place to explore and discover new perspectives.

As required under Title IX, the East-West Center does not discriminate on the basis of sex in the educational programs or activities it operates, including admissions and employment. This is a full-time, in-person role that requires the desired candidate to physically reside in Oahu, Hawaii.