Festival Assistant

Job Description

Overview

Assist the festival director in tasks related to the production and management of the full life cycle of Country Jam Colorado, Headwaters Country Jam, and special events produced by Neste Live! / Live Nation Entertainment from planning to execution of all festival events. Help in facilitating interdepartmental communications and ensure all deadlines are met. Manage festival-related customer service channels. Assist in marketing-related activities, as needed

Job Summary
• An general understanding of how to operate/navigate in ticketing platforms
• Assist the festival director with all festival and non-festival related tasks as needed
• Organize and file all festival related invoices, contracts, and documentation
• Help coordinate invoicing with each festival vendor, the festival director, and the Neste Live / Live Nation team to ensure that all approvals move along in a timely manner and that each vendor gets compensated within each contractual obligation
• Assist the festival director on-site at each festival with any communicated / agreed upon task
• Prioritize and respond within 24 hours to customers including general inquiries, issues, and complaints across each of our festival's customer service emails. All consumer communication protocols including but not limited to: (a) purchase issues, (b) refunds, (c) renewals, (d) upgrades, (e) donation requests, (f) information needed, and (g) special needs. Provide written policy for team and keep updated. Maintain FAQ responses. Report on CS each month to internal key team.
• Assist the festival director in all internal /external production team meetings as needed and take detailed meeting notes that will then need to be saved / organized in the electronic filing system for reference
• Prepare, reconcile, and submit expense reports for the festival and festival director as needed
• The coordination and scheduling of meetings, travel, lodging, etc while also assisting in the preparation and distribution of meeting agendas and materials
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Serve as a primary point of contact between the festival director and appropriate parties / vendors communicating all pertinent/time-sensitive information to the festival director, while also ensuring appropriate follow up
• Supplier and Vendor Relations: assist in managing contracts, orders, invoices, and delivery with festival suppliers and vendors for screenings and special events
• Coordinate with each festival's ticketing manager along with the festival director and ticketing partner in helping manage the online sales process, including all verbiage, UI/UX, and policies on website as it relates to ticket sales
• Work with Marketing director to ensure correct information is listed as well as includes updated assets
• Assist festival director and each festival's ticketing manager in the allocation and processing of complimentary or trade and sponsor tickets
• Update each festival website's information/policies as directed
• Assist the festival director in all tasks related to the advancement of each festival or special event including coordination between departments
• Prepare each festival's ticketing report from the ticketing partner and send to the specified internal team weekly
• Other additional and/or alternative duties as assigned, including supporting other departments or Executives as needed.

An ideal candidate:
• 1-3 years of festival or live event experience
• Located in the Nashville area / willing to relocate
• Strong organizational and time management skills with attention to detail / ability to work in an ever-changing, fast-paced professional environment
• Great communication skills (email, written and verbal)
• Confident decision-making skills
• Excellent interpersonal and customer relations skills
• Ability to multi-task and manage several projects at once
• Energetic and eager to tackle new projects and ideas
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Excellent project management and time management skills, attention to detail
• Knowledge of ticketing platforms a plus
• Comfortable interacting with high-level executives
• A team player capable of cultivating productive working relationships
• Resourceful, clear/active communicator with a positive can-do attitude
• Must have a desire to learn and teach others in best practices

BENEFITS & PERKS - Our motto is 'Taking Care of Our Own' through 6 pillars of benefits:
• HEALTH: Medical, Dental and Vision benefits for you and your family, including Flexible Spending Accounts (FSA) and Health Savings Accounts (HSAs)
• YOURSELF: Paid time off policy including holidays, sick time and day off for your birthday, free concert tickets
• WEALTH: 401(k) program with company match, Stock Program Reimbursement
• FAMILY: New parent programs & support including caregiver leave and baby bonus, infertility support
• CAREER: Tuition reimbursement, student loan repayment internal growth and development programs & trainings
• OTHERS: Volunteer time off, crowdfunding network

Jobcode: Reference SBJ-d2e3b2-18-207-255-67-42 in your application.