JOB SUMMARY

The Event Operations Manager oversees the successful coordination and execution of private events, internal programs, and special events while directly managing the Event Facilitator team. This role supports the Director of Events in day-to-day departmental operations, event logistics, staffing coordination, and operational excellence. Responsibilities include supervising Event Facilitators, coordinating security and gate staff, supporting event sales during high-volume periods, and ensuring all events are executed at the highest level of guest service and operational standards.

This position plays a key role in maintaining the Dallas Arboretum’s reputation for exceptional events, client satisfaction, and property stewardship.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

Event Operations & Client Management

• Oversee operational execution of weddings, corporate events, social events, ceremonies, internal functions, flower shows, and garden club events. 
• Manage booked events, including detailing, logistics coordination, and internal documentation. 
• Ensure exceptional guest relations and consistent adherence to Dallas Arboretum standards and policies. 
• Attend major functions as needed to oversee event setup, execution, and event conclusion. 
• Conduct final walk-through meetings with clients as requested and communicate all updates to the Director of Events for proper documentation. 

Team Leadership & Staffing

• Recruit, hire, train, schedule, and supervise Event Facilitators. 
• Coordinate staffing schedules for Event Facilitators, gate guards, and security personnel. 
• Conduct ongoing training programs, including Event Facilitator refreshers, golf cart safety, and operational standards training. 
• Complete performance evaluations, including 30/60/90-day reviews. 
• Maintain and update Event Facilitator training manuals and operational guidelines. 

Logistics & Vendor Coordination

• Coordinate logistics with Operations, Facilities, Horticulture, Security, vendors, caterers, florists, entertainers, and rental companies. 
• Lead weekly pre-event operational meetings (“pregame meetings”). 
• Participate in weekly Operational Setup Meetings, production meetings, and special event planning meetings. 
• Coordinate tent production meetings and oversee weekly inspections of tent installations to ensure compliance with Arboretum standards. 
• Ensure proper setup, care, inventory, and maintenance of Arboretum equipment, linens, furnishings, heaters, signage, and event-related assets. 

Operational Oversight & Reporting

• Submit weekly operational reports documenting event activity, maintenance concerns, repairs, incidents, and departmental follow-up items. 
• Ensure all Event Facilitators are fully prepared with the documentation and operational information needed to execute events successfully. 
• Respond appropriately to incidents and maintain accurate documentation regarding property damage, guest incidents, or first aid situations. 
• Monitor event expenses and staffing efficiencies to support departmental budget goals. 

Sales & Departmental Support

• Provide sales support during periods of high inquiry volume or team absences. 
• Conduct tours and respond to inquiries for small corporate, social, and wedding events under 100 guests. 
• Support Wedding and Corporate Open Houses as lead operational planner. 
• Assist in maintaining a seamless transition between sales and event operations teams. 

SKILLS AND QUALIFICATIONS:

• Bachelor’s degree preferred. 
• Minimum of three (3) years of event planning, hospitality, or hotel operations experience preferred. 
• Bilingual Spanish skills are a plus. 
• Strong organizational, leadership, and problem-solving skills. 
• Excellent written and verbal communication abilities. 
• Experience managing multiple priorities with exceptional attention to detail. 
• Ability to professionally engage with clients, vendors, guests, and internal teams. 
• Proficiency in Microsoft Office and event management systems; CAD experience is a plus. 
• Ability to work a flexible schedule including evenings, weekends, and holidays as required by event operations. 
• Valid driver’s license required for operation of Arboretum vehicles and golf carts. 
• Ability to physically oversee events throughout setup, execution, and breakdown. 
• Ability to pass all pre-employment requirements including a background check and drug test

KEY COMPETENCIES:

• Leadership & Team Development 
• Client & Vendor Relations 
• Event Operations Management 
• Operational Planning & Logistics 
• Problem Resolution & Decision Making 
• Attention to Detail 
• Time Management & Organization 
• Guest Experience Excellence 
• Property & Asset Stewardship 

To help you stay energized, engaged, and inspired, we offer a wide range of benefits including comprehensive healthcare, a 401K, and Paid Time Off (PTO).

The mission of the Dallas Arboretum and Botanical Garden is to be a garden for all that enriches lives through beauty, learning, and connection. We are a world-class sanctuary where people and plants flourish in the natural environment.

The Dallas Arboretum is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, age, color, ancestry, national origin, place of birth, religion, sex, sexual orientation, gender identity and expression, military or veteran status, genetic characteristics or disability unrelated to job performance.