Director of Operations | Vilar

• Specific Responsibilities
• Qualifications & Experience
• Benefits & Compensation
  
  

Venue & Event Operations

• Serve as Manager on Duty for all events, acting as primary point of contact for all front of house operations, supporting audience comfort, security and other events-related objectives.
• Build and execute seamless event operations plans that deliver an exceptional guest experience, while keeping operating costs at or below budget.
• Coordinate across Vilar staff, VVF teams and partners to plan and execute successful events.
• Responsible for executing safety and security protocol in the event of emergencies during events.
• Ensure part-time, volunteer and contract event staff positions are filled for year-round performances and events. Positions include, but are not limited to house managers, ticket scanners, ushers, coat check, security, merchandise sellers.
• Maintain safety, security and emergency procedures, and conduct trainings bi-annually.
• Maintain building and operational permits in compliance with business, safety and other requirements.
• Oversee the Food & Beverage Manager and the venue’s Food & Beverage program.
  
  

Rental Events – Sales, Planning & Execution

• Achieve $225,000 in contracted rental events, prioritizing high value corporate rentals, key partners and community-based nonprofit events.
• Build relationships with rental clients and prospects to expand Vilar rental business revenue and reach annually
• Collect all accounts receivables within 30 days.
• Maintain minimum contract, planning, advance, and invoice cadence of -90/-60/-30/ 10 days.
• Maximize use of Community Use Fund for nonprofit rentals, distributing a minimum of $40,000 annually.
  
  

Facilities & Capital Project Management

• Oversee the Facilities Manager and Capital Improvement projects with budgets up to $500k, completing all projects on time and at/under established budgets.
• For capital improvement projects with budgets greater than $500k, liaise with owner’s reps and project managers to execute projects on time and at/under established budgets.
• Set “black out” periods within the Vilar’s schedule for construction, looking 6-24 months ahead at any given time to align with project schedules.
• Establish project budgets, work completion schedules, and systems for managing monthly reporting on the Capital Budget.
  
  

General Management, Administration, Budgeting & Forecasting

• Lead, develop and manage a team of venue operations professionals.
• Develop standard operating procedures for all events, roles and tasks across the Vilar operations.
• Manage annual department operating budget lines and reconcile department expenses within monthly finance cycle.
• Lead end of month close efforts and budget reforecasts across Vilar team, and support annual budgeting process.
• Manage timecard/payroll process for all part-time employees, and address HR-related issues.
• Develop and provide weekly reporting dashboard to track, monitor and improve metrics related to the Vilar’s strategic plan and KPIs.
  
  

Volunteer Program Management

• Execute scheduling, administration, training and management of the Volunteer program.
• Liaise with VVF Volunteer Manager to continually enhance volunteer programs across the VVF.
• Maintain a roster of 100 active volunteers, with a minimum of 3 volunteer orientations/trainings annually.
• Plan 2 Volunteer Appreciation Events annually (end of summer/winter).
  
  

Guest Experience & Customer Service

• Maintain minimum NPS of 90 or better for FOH services.
• Seek out solutions and venue improvements to resolve reported “problem areas” identified in customer feedback.
• Execute customer feedback “response guidelines” and resolve inquiries in a timely manner.
• Maintain positive and proactive relationships with contractors, vendors and venue partners.
• Other duties, as assigned.
  
  

A Successful Candidate Should Possess

• A minimum of 5-7 years working in event planning, venue operations, project management, and/or hospitality, preferably managing 2-3 direct reports.
• Experience with the performing arts and/or performing arts venues highly desirable.
• Proven success running complex events under pressure.
• A proven track record for building, motivating and leading teams; a great team player that is proficient at supervising or executing as the situation requires.
• Extremely organized, with the ability to manage multiple systems, checklists and calendars.
• Highly proficient in Microsoft Office, including Word, Excel, Powerpoint, and Outlook.
• Ability to stay calm and focused in a fast-paced, constantly changing environment, and in security or emergency-related situations.
• Strong financial discipline: forecasting, labor planning, inventory control, and settlement.
• Aptitude and appetite for technology systems, learning and implementing new software/hardware as needed.
• Strong leadership, initiative, and interpersonal skills.
• Comfortable with enforcing venue policies and proven ability to deescalate situations.
• Excellent management and organizational skills, ability to work on multiple projects and deadlines simultaneously with flexibility, the capacity to generate innovative solutions and strategies.
• Eagerness to provide support to the greater Vail Valley Foundation staff as available and necessary.
• Flexible schedule is mandatory, must be able to commit to working peak seasonal timeframes, nights, weekends, and holidays in addition to regular working hours.
• Positive, optimistic attitude.
• Customer-focused.
• Highly motivated, energetic and driven.
• Resourceful; always takes initiative.
• Clear, empathic communicator with excellent oral and written communication skills.
  
  

This is a full-time, year-round position, based in Beaver Creek, Colorado, eligible for all VVF employment benefits.

Salary range is $82,000 – $100,000 based on experience.

Benefits

Our employees are a critical part of who we are and employee wellness is an important priority for our organization. As a result, we offer an array of employee benefits, including but not limited to:

• Affordable HDHP employee and family health insurance plan
• Dental plan
• Vision plan
• Flexible Spending Account
• Health Savings Account with company match
• 401k retirement plans with company match
• Basic life insurance
• Short and long term disability plans
• Paid time off: 4 weeks accrual on year 1
• Volunteer paid time off
• Employee Assistance Program
• Added Perks!
• Free employee ski pass
• Tickets to shows at the Vilar and The Amp
• Discounts at The Amp and Vilar concessions
• Tuition reimbursement