Event Services Supervisor

**Job Title:** Event Services Supervisor **Department:** Hospitality **Reports to:** Associate Director, Events **Status:** Full-Time, Exempt **Work Location:** Fully Onsite | The Smith Center **Salary Range:** $55,000 - $58,000 **Summary of Duties and Responsibilities** The Event Services Supervisor reports to the Associate Director, Events and is responsible for coordinating and supporting the planning and execution of rental, special, and in-house events at The Smith Center. This role facilitates day-to-day operational and administrative functions to ensure seamless event delivery, including logistics coordination, stakeholder communication, and on-site execution. The Event Services Supervisor provides direct oversight of hospitality and events on-call staff during events, ensuring service standards, operational efficiency, and a high-quality guest experience. This position partners closely with the Associate Director, Events and Senior Director, Hospitality to support departmental initiatives, uphold operational standards, and contribute to the overall success of events. **Essential Duties and Responsibilities** - Respond to incoming event inquiries and support ongoing communications, ensuring timely follow-up, accurate information, and consistent coordination throughout the event planning process. - Serve as a primary point of contact for clients, guests, vendors, internal departments, and government to support event planning and execution, ensuring alignment with operational requirements, permits and compliance standards. - Coordinate all event logistics from initial inquiry through execution, including gathering event details, developing run of show timelines, securing Certificates of Insurance, tracking payments, and identifying required permits. - Input, maintain, and manage all event details, contracts, and documentation within Momentus Elite, ensuring accuracy and alignment across departments. - Collaborate cross-functionally with Technical, Security, Parking, Housekeeping, Engineering, Guest Services, and catering partners to coordinate staffing, equipment, and operational needs for all rental, in-house and special events. - Create and maintain event floor plans and diagrams using the designated diagramming platform to support event execution. - Coordinate and support client site tours, providing accurate information and a high level of customer service. - Prepare and distribute event-related reports and communications, including monthly event summaries for Operations, and support invoice processing and tracking. - Coordinate the scheduling of event staff for upcoming events in partnership with external staffing vendor, ensuring appropriate coverage and alignment with event operational needs. - Maintain organized and up-to-date electronic filing systems, including client records, contracts, financial documentation, and event materials. - Monitor and maintain department inventory and event-related equipment, including but not limited tables, chairs, cushion covers, table skirts, office radios, portable lighting console monitors, ensuring readiness and proper utilization. - Anticipate, identify, and proactively resolve potential operational challenges by collaborating with Hospitality leadership and internal departments as necessary. - Provide on-site supervision and direction to hospitality and events on-call staff during event execution, including assigning tasks, monitoring performance, ensuring adherence to service standards, and maintaining accurate timekeeping. **EXECUTION OF EVENTS** - Coordinate and oversee event load-in, setup, execution, and teardown, ensuring all activities align with permit and licensing requirements, contractual obligations, and The Smith Center’s safety and building standards, and venue policies. - Provide on-site supervision and direction to hospitality and events on-call staff during event execution, including assigning tasks, monitoring performance, ensuring adherence to service sta…