Summary
Description
Status: Full-time, exempt
Reports to: Program Director
Oversees: Program Coordinator
Summary:
The Festivals and Events Manager at Lighthouse will oversee all aspects of our festivals and events throughout the year. This position is responsible for end-to-end planning, management, and execution of events that range from Lit Fest, our annual 8-day conference, to smaller weekend festivals and visiting author events.
The ideal candidate will be highly organized, collaborative, and detail-oriented. They must be a proactive, logistical problem solver that enjoys working in a fast-paced environment with excellent communication skills.
Specific Responsibilities
Planning:
- Manage all aspects of event production from conception to completion.
- Work closely with the Program Director to envision and curate all aspects of Lit Fest, creating a diverse, captivating, and engaging slate of programming.
- Collaborate with the Education Director on planning and execution of three to four weekend genre festivals throughout the year.
- Manage all aspects of certain large public-facing events throughout the year, including panels, workshops, signings, and readings, occasionally on short notice. Collaborate with other programs teams when appropriate.
- Collaborate with marketing to develop an annual plan that highlights festivals and events throughout the year. Work together to create event-related materials and marketing strategies to drive attendance and engagement.
- Ensure timely upload of offerings to the Lighthouse website.
- Create and maintain comprehensive festival and event plans, timelines and schedules with key dates.
- Pursue and coordinate event sponsorships and partnerships when appropriate.
Logistics:
- Manage logistics for festivals and events, including setup, scheduling, talent management, AV needs, transportation, staffing, volunteers, vendors, and breakdown.
- Oversee the creation and distribution of accurate and concise schedules, run-of-show, itineraries, and other event-related documents, as needed.
- Manage and maintain contracts and other related documentation with agencies, visiting authors, faculty, and vendors.
- Oversee on-site logistics. Ensure adequate staffing, volunteers, or other support is present for events for smooth execution, being the primary point of contact throughout.
- Make recommendations for process improvements with an eye towards efficiency.
- Review evaluations through surveys, analyze results, and make improvements.
General Duties:
- Coach, mentor, and manage workflows, assignments, and schedules for the supporting Program Coordinator.
- Support Program Coordinator’s development and set them up for success.
- Develop and manage annual budgets for events. Track expenses and reconcile monthly credit card transactions.
- Compile and update programming guides for internal use and to help with institutional memory.
- Review evaluations with the Program Director, as needed.
- Compile and report on attendance numbers for Scientific and Cultural Facilities District (SCFD).
- Occasionally support other programming and events.
Benefits
- Paid time off
- 10 paid holidays per year
- Medical, dental, vision insurance
- Flexible Spending Account (FSA)
- 403b with up to 3% employer match
- Half days between Christmas and New Years
- Free Lighthouse workshops
Working at Lighthouse
Lighthouse is a dynamic and busy community full of literary enthusiasts, spreadsheet nerds, passionate helpers, ideas people, and hard workers. Folks who have succeeded with us tend to be highly organized, creative, curious, flexible, and goal-driven. We ask staff to work with little direct supervision, but to be highly communicative and collaborative.
We pride ourselves on being an office culture where we care about each other as professionals and people, and are looking for candidates who are excited to engage authentically with our community.
This position offers a hybrid work schedule, with three days required in office per week. Flexibility is needed during special events and occasional nights and weekends.
While we do our best to outline the duties or responsibilities that are required of this position, this job description is not designed to be an exhaustive list of all activities and responsibilities.
Lighthouse Writers Workshop is a diverse, inclusive, and equitable workplace, where all participants, employees, and volunteers, whatever their gender, race, ethnicity, national origin, age, sexual orientation or identity, education or disability, feel valued and respected. We value diverse life experiences and heritages and ensure that all voices are heard. To that end, we uphold a commitment to creating an inclusive, supportive, and welcoming environment.
Required Qualifications:
- 3-5 years of experience planning and managing events, program coordination, or related fields.
- Demonstrated ability to manage multiple projects with competing deadlines and priorities.
- Experience developing and managing complex event budgets.
- Impeccable communication skills, both written and verbal.
- Strong understanding of the importance of equity, diversity, and inclusion and the ability to engage underrepresented communities in arts programming.
- Comfort troubleshooting audio visual equipment and technologies.
- Proficiency with Google Workspace and Microsoft 365.
- Able to thrive in a fast-paced work environment and ability to manage high-stress situations with a calm presence.
- Ample night and weekend availability.
- On-site presence throughout the run of Lit Fest is required.
Preferred Qualifications:
- Experience in the literary arts, or nonprofit sector.
- Experience negotiating and managing contracts with agencies and vendors.
- Experience managing direct reports and working with a variety of constituents.
- Fondness of a fast-paced environment and ability to think on your feet.
- Experience hosting virtual and hybrid (in-person + virtual) events.
- Comfort troubleshooting and working with diverse software and online platforms (Google Suite, Slack, website management, Zoom, DocuSign, Asana, Microsoft 365).
- Attention to detail and high level of accuracy.
Salary Description
$60,000-$70,000 Annually
