Job Description
This role supports and assists with the day to day booking requests and maintains the AAC booking process.Works directly with VP, Event Programming & Marketing on a daily basis to ensure that booking & marketing departments operate effectively by performing general administrative and office duties to ensure events happen successfully from start to finish.Essential Functions:Prepares, processes and administers all event contract provisions and proposals as per VP's instructions Reviews existing contract templates and makes recommendations for revisions, conducts semi-annual review of templates with VP and General Counsel Tracks event contracts, event deposits and insurance certificates and updates VP of status Assists with the day to day requests for availability of AAC and ancillary venue space Assists with all aspects of AAC's booking system (Event Booking) including but not limited to the needs for internal and external customers Assists in coordinating the NBA/NHL schedules and prepares calendars of available dates for Mavs and Stars Maintains Event Booking Calendar and generates availability to agents, promoters and in house staff Develops and maintains business relationships with agents, promoters, Visit Dallas, Dallas Sports Commission on a regular basis through networking, regular communications, etc. Maintains a strong knowledge of concert industry trends and events being hosted in the DFW market Provides research, data gathering, assembling and summarizing information in a presentation format Provides historical performance data for annual recurring events Assists the department with office management including, but not limited to office equipment and supply inventory, office supply ordering, office machine maintenance and shipping/receiving Performs routine office functions, including filing, mail processing, taking meeting notes, travel arrangements and other functions as assigned Answers telephones, takes messages, screens and routes incoming calls to the appropriate party, provides information to routine inquiries Assists with the creation of publications, website development, and brochures for the department Maintains event filing system and ensures all department files have appropriate information and documents are filed correctly Actively finds new private event business opportunities on non-event dates Schedules meetings/activities and maintains VP contacts and calendar in Microsoft Outlook, keeps meetings notes and distributes as required Prepares agenda, attends and records minutes for monthly Senior Managers Meeting Creates and maintains event department databases for all facility events and enters and maintains events in TMSS Handles routine business matters on behalf of VP including guest and client relations & service to teams Assists with show settlements prior to and during Third Party event nights Maintains recording of ASCAP/BMI/SESAC music licensing for all concerts and submits report to licensing agency on a quarterly basis Prepares schedule for Manager On Duty program and disseminates schedules to appropriate departments Manages and assists Charity organization contributions Works with Marketing Department to research, suggest and implement the Brand Awareness, Thank You gift campaign for Artists including welcome messaging, custom artist gifts, crew thank yous and gift presentations Assists with special projects and other duties as assigned.Education/Qualifications:High School Diploma or GED Three to Five years experience as a Coordinator or Administrative Assistant in a general office working environment Experience booking national touring acts in an arena is a plus Advanced proficiency with Microsoft Outlook, Word and Excel, Event Booking, Ticketmaster, Dropbox, and TMSS Attention to detail and the ability to spot errors Must maintain highly sensitive and confidential information Strong verbal and written communication skills The qualified individual personifies our core values of INTEGRITY, TEAMWORK, PASSION, and EXCELLENCE at all times.Physical Demands/Work Environment: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:Ability to sit for extended periods of time since most work is at computer work station Ability to see and review documents and presentations on computer or by hand Ability to walk, talk, and hear interactions with employees and vendors throughout facility Ability to use hands to create and edit documents by hand or by computer Ability to reach upward, or squat downward to reach contents of desk drawers & filing cabinets Ability to occasionally lift and/or move up to 25 pounds