Assistant Event Production Manager Job at Spinoso Real Estate Group in New York

Job Title: Assistant Event Production Manager

Department: Retail Programming - GCT

Reports to: Director of Event and Sponsorship Sales/Director of Retail Programing/General Manager

Classification: Exempt, Full-Time

Summary

Grand Central Terminal (GCT) and Grand Central Madison (GCM) are world-recognized as centers of regional transportation, civic architecture, and commerce - all at once embodying the historic, economic, cultural, and optimistic spirit of New York City. Spinoso Real Estate Group (SREG) serves as the Retail Property Manager on behalf of the Metropolitan Transportation Authority (MTA) and Metro North Railroad (MNR) for these premier New York City locations, tasked with managing the retail and event operations to the standards set by MTA stakeholders. The Assistant Event Production Manager will report primarily to the Director of Events and Sponsorship Sales to manage all production, set-up, and event-related contractors for the Grand Central event spaces. This dynamic role requires an extensive understanding of event logistics, vendor and stakeholder coordination, safety regulations, and production timelines. The Assistant Event Production Manager will collaborate with a talented event planning team and manage cross-departmental relationships to ensure GCT/GCM maintains its reputation as a premier event venue in New York City. The ideal candidate will excel at establishing a seamless event execution from planning to completion with the ultimate goal of increasing foot traffic and enhancing GCT/GCM's relevance in the highly competitive event, retail, and tourism sectors of NYC.

Essential Duties and Responsibilities

• Assist in managing key event relationships including but not limited to event producers, Metro North Railroad Trades, MTA Police Department, GCT Fire Chief & Fire Brigade, Winick Productions, and Site Safety.
• Assist in managing and maintaining all event deliverables and files including but not limited to floor plans, production timelines, event staffing, security plans, structural engineer reports, safe work plan, work orders & memos.
• Assist in managing all aspects of event production in Grand Central event spaces including, but not limited to: Vanderbilt Hall East, East and West Sides of the Bridge, Main Concourse, Biltmore Room, Graybar Passage, and Grand Central Madison.
• Manage event marketing promotions in conjunction with GCT Marketing to ensure event producers submit proper marketing materials and files.
• Manage event signage in and around GCT, including installation, removal, scheduling, and spec sheets.
• Assist in managing retail and dining tenant events in conjunction with GCT Marketing.
• Manage MTA/MNR internal events.
• Manage events in Grand Central Madison.
• Assist GCT Marketing Department with internally produced events, including attending events and assisting with set up and breakdown.
• Track requested building services from the event producers and coordinate directly with Metro North Railroad departments to schedule labor.
• Create invoices for events and send them to event producers and track accounts receivable and assist with collection status.
• Assist and direct event producers through event process to ensure a safe and successful event.
• Clearly communicate with the producer and act as the authority on the event process.
• Assist in updating event deliverables and tracking Metro North Railroad feedback on Monday.com.
• Schedule event meetings, inspections, and other event appointments.
• Attend event inspections and assist with problem solving as needed.
• Onsite coverage required outside of standard work hours (early mornings, evenings, weekends, etc.).
• Update production materials including guidelines and manuals as needed.
• Manage in-house event materials and rental inventory (pipe and drape, stanchions, etc..)
• Report directly to the Director of Event and Sponsorship Sales and the Senior Event Production Manager.
• When necessary, act as contact with potential event producers including: conduct potential client tours, negotiate and assist in execution of agreements.

Qualification Requirements

• Availability to be on-site throughout the week with weekend and holiday availability as needed.
• Strong project management, multitasking, and problem-solving skills.
• Highly organized individual, detail & deadline oriented.
• Excellent and effective communicator that can work comfortably in a professional and fast-paced setting.
• Proven personable and professional attitude with a desire to be collaborative.
• Intermediate to expert ability in using Microsoft Office, Word, Excel, and other software programs.
• Knowledge of business and management principles involved in planning, resource allocation, production methods, and coordination of people and resources.
• Proven ability to see a project/event from conceptualization through implementation.
• Compelling team player that can deliver organizational initiatives involving event execution and operations in a cooperative and effective manner.

Education and/or Experience

• A minimum of a bachelor's degree in business, hospitality, or related field is preferred.
• Prior management experience is preferred.
• A minimum of 2-3 years of experience in event production is required.
• Familiarity with Monday.com is preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to commute on-site on a weekly basis.
• Use of computer screens and keyboards.
• Operation of a passenger vehicle.
• Occasional and sometimes overnight air travel.
• Manual dexterity sufficient for constant use of a keyboard, mouse and telephone/radio.
• Ability to operate office equipment, including a copier, fax machine, postage machine, etc.
• Ability to lift 25 pounds.
• Speech and hearing sufficient for regular communications on the phone, radio or face-to-face.
• Vision sufficient for reading work related documents on a monitor or in paper format.
• Sufficient sense of smell to detect dangerous odors.
• Ability to walk, bend, stoop, climb, and reach in the course of normal office functions.
• Ability to sit and stand for long periods of time.

Disclaimer: This job description is not all inclusive. Other duties and responsibilities may be required

EEO Statement: Spinoso Real Estate Group is an equal opportunity employer and is committed to providing a work environment that is free from discrimination and harassment. We value diversity and inclusion and believe that a diverse workforce enhances our ability to provide innovative solutions to our customers. We comply with the Americans with Disabilities Act (ADA) and will provide reasonable accommodations for qualified individuals with disabilities throughout the recruitment process. If you require accommodations for any part of the application and hiring process, please notify the Human Resources Department at abinaxas@spinosoreg.com. Reasonable accommodations will be determined on a case-by-case basis. It is the responsibility of the applicant to inform Spinoso Real Estate Group of any necessary accommodations needed during the recruitment process. Spinoso Real Estate Group will work with the applicant to assess the specific requirements and provide reasonable accommodations accordingly. Spinoso Real Estate Group is committed to ensuring that our workplace is accessible to individuals with disabilities. If you need assistance or an accommodation to perform the essential functions of the job, please let us know.