Events Manager

Description

Kentucky Derby Museum is a 501(c)(3) non-profit charitable organization that sits on the front steps of historic Churchill Downs Racetrack. It is one of the premiere attractions in the Louisville region, celebrating the tradition, history, hospitality and pride of the world-renowned event that is the Kentucky Derby. The Museum welcomes over 258,000 visitors annually; a large percentage of those visitors come from outside of Kentucky, journeying from across the country and the world. 

Position Purpose:

The Events Manager is responsible for planning, coordinating, and executing events in close collaboration with clients to ensure a seamless and successful experience. This role serves as the primary liaison between clients and internal departments, external vendors, and catering partners, ensuring all event details are communicated effectively and executed to the highest standard. The Events Manager reports directly to the Director of Special Events and shares supervisory responsibilities in overseeing event operations and supporting the events team.

Essential Functions/Accountabilities: 

• Produce all departmental work orders detailing set-up of events to facilities. 
• Works with various departments to schedule additional services (store, thoroughbred horse visit, etc.)
• Coordinates event itineraries and additional services.
• Responsible for billing of all events and assist with End of Month reporting.
• Schedules tour guides, tellers, emcee’s and contract workers needed for evening rental events, as well as any special guests (buglar, jockeys, etc.)
• Assist the Director of Special Events with planning of in-house events.
• Knowledge of all rental spaces & amenities, and able to lead sales tours of all spaces. 
• Responsible for submitting check requests for staff who assist during evening & weekend events. 
• Works with the Technology department to coordinate evening & weekend rental requests from clients. 
• Works with the Museum team to coordinate special events & Museum tours. 
• Contacts contracted rental clients for all set-up needs, including securing final count from client.
• Coordinates with rental vendors on schedule and set-up time. 
• Responsible for ensuring all client and event information in database software (reserve) is accurate and up-to-date. 
• Work directly with the Director of Events on the development of the department marketing plan. 
• Assist with contract development as needed.
• Works evening and weekend events as needed. 
• Assists the Director of Events on delegating tasks, ensuring Team Members are trained and equipped to execute their responsibilities, and provide immediate support during events to resolve any issues. 
• Leads and participates in weekly meetings with Rosemary's Catering (RK) to ensure all aspects of upcoming events are reviewed and confirmed. 
• Assists the Director of Events in preparing for and managing all onsite logistics related to events leading up to Derby Week and the KDM Ball, ensuring timelines and expectations are met. 
• Other duties as assigned. 

While every effort has been made to make this description of the essential functions as complete as possible, it in no way states or implies that this is an exhaustive listing of the only duties you will be required to perform. The omission of specific statements of functions or responsibilities does not exclude them from the position if the work is similar, related, or is a logical assignment to the position.

Expected Behaviors:

• As a Kentucky Derby Museum employee, upholds our mission statement; whenever possible, Engage, Educate, and Excite everyone about the extraordinary experience of the Kentucky Derby. 
• Provides excellent customer service by making a connection with customers and team members, asking questions and listening to their needs, based on their feedback.
• Has reliable attendance to work a flexible schedule to oversee execution of evening and weekend events.

Requirements

Minimum Qualifications:

• Bachelor’s degree from an accredited university required.  
• Minimum 2 years in event sales, customer service, or other related field.
• Experience in event management, preferred. 
• Excellent verbal and written communications skills.
• Excellent time management skills in order to meet deadlines.
• Ability to focus, with a keen attention to detail.
• Able to work quickly, efficiently and independently. 
• Strong organizational and project management skills.
• Knowledge of Microsoft Office suite required. Knowledge of Canva preferred. 
• Must be able to sufficiently pass a criminal background check.  
• Must have and maintain a valid driver’s license. 
• Able to work independently and make impromptu decisions with minimum supervision. 
• Ability to work evenings and weekends. 

Work Schedule:

• Approximately 40 hours per week, hours may vary (open all days of the week).
• All team members are required to work additional hours during Derby season. This includes, but is not limited to working shifts on Thurby, Oaks, Derby, and the Sunday of Derby weekend. All team members are also required to work the week of the National FFA conference and Breeders Cup (when held in Louisville). 

Working Conditions:

While performing the duties of this position, the employee is regularly required to stand for long periods of time, walk, and climb stairs. This individual will be required to lift packages up to 25lbs. The employee is required to have non-standard workday hours. All indoor spaces are air-conditioned, although some job duties may take place outside, or in another non-climate-controlled space. 

While performing the duties of this job, the employee is regularly exposed to a crowded work area. To perform this job successfully, an individual must be able to navigate a crowded area and handle a challenging workload.

The Kentucky Derby Museum is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, class, religion, country of origin, political belief, disability, age, gender identity, sexual orientation, protected veteran status, or any factor protected by law.