Events & Reservation Manager

Events & Reservation Manager

The Esplanade Association (EA) seeks an experienced Events & Reservations Manager to oversee the successful production of all EA stewardship events across season and venue, with particular oversight of the bookings in the Esplanade's forthcoming Smith Family Pavilion and Charlesbank Campus (Charlesbank), EA's new year-round all season destination for park visitor welcome, wellness, discovery and engagement. This Manager serves as the organizational lead for EA's ongoing seasonal cultivation activities with supporters as well as milestone ribbon cuttings for public projects, and new event rental and reservation opportunities at Charlesbank. Seasonal responsibilities include Board meetings, the Annual Meeting, the summer Dock Party, the Moondance Gala and its related pre- and post- events, and will be complemented with new quarterly offerings at Charlesbank that may total approximately 15 events annually. Beyond EA events, this position is responsible for overseeing and managing the calendar of Charlesbank space use by EA for scheduled programs, by partners for community use and by EA's Cafe/Catering Operator for onsite event rentals and services. As the primary EA liaison with the Cafe/Catering Operator, this Manager must be able to work seamlessly with the Operator and their vendors (for AV, tenting, furniture, decor, entertainment and event planning) while adhering to EA procedures and standards of excellence for public service, park care and park user satisfaction and enjoyment. The role must work flexible hours including weekends, evenings and some holidays to accommodate public, partner and rental clients across desired hours of use. The Events & Reservations Manager will build excellent processes, reports and strategies to increase and improve meaningful gatherings in and for the park that expand EA's capacity to connect more people to the Esplanade.

Founded in 2001, the Esplanade Association (EA) is the community-supported non-profit dedicated to expanding the care of and for the historic Charles River Esplanade through projects, programs and plantings that amplify the park experience for over 4 million visitors annually. The Esplanade is downtown Boston's 64-acre state park maintained by the Massachusetts Department of Conservation and Recreation (DCR). This cultural landmark is revered for its natural and cultivated beauty, history, riverfront access, miles of popular running and biking trails, and dynamic programs with numerous organizations. EA's contributions include funding and implementing the following enhancements, revitalizations and activations: over 150 free educational, recreational and cultural programs offered annually; nearly 200 new trees planted through the Lasting Esplanade Arbor Fund (L.E.A.F.); repair or reconstruction of beloved amenities including Lotta Fountain, Community Boating docks and Centennial Fountain; both temporary and long-term public art commissions; playground maintenance and accessible design, including the Gronk Playground in 2025; construction underway to open in 2026 the new Esplanade Smith Family Pavilion and Charlesbank Campus, improving two-acres to equitably welcome more people from more places to a year-round destination in the park; and much more. It's an exciting time to join our community-engaged non-profit as it grows in scale, visibility, and impact.

The Events & Reservation Manager is successful when:

• Events consistently meet pre-set goals to advance engagement, reputation, and cultivation.
• Surveys reflect high satisfaction and "recommendable" ratings for production cost, quality, enjoyment
• Communications and execution run smoothly across teams, vendors, partners/clients, and guests

Responsibilities:

• EA Event Coordination (35%)
• Charlesbank Reservations/Rentals (35%)
• Liaison for Cafe/Catering Operator (15%)
• Other (15%)

Qualifications:

• B.A./B.S. or equivalent, with 5+ years exceptional event experience, ideally in a public or non-profit setting
• Proven track record of reliability, punctuality, efficiency and tact, with ability to serve several people and distinct tasks simultaneously with grace
• Confident good judgment on prioritization and decision-making
• Demonstrable positive attitude, welcoming demeanor, customer service focus, and enjoyment of the public
• Outstanding interpersonal skills and demonstrated ability to interface at all levels of an organization
• Proficient in Microsoft Office Suite and basic accounting procedures for reconciliations and deposits
• Attention to detail to deliver accurate monthly forecasts and annual budgets of revenue and expenses.
• Excellent creative, organizational and problem-solving skills to provide functional set-ups, innovative decor and enjoyable experiences
• Creative ability/networks to deliver innovative function set-ups, dcor & talent as unforgettable experiences
• Experience with audio-visual (AV) systems is a plus
• Familiarity with Boston's Esplanade and a passion for parks, recreation, open space and climate resilience a plus
• Bilingual or multilingual skills a plus

Logistics:

• Work hours are on average 40 hours per week, currently Monday through Friday, 9a-5p. When the Esplanade Smith Family Pavilion and Charlesbank Campus opens, currently scheduled for December 2026, work hours will be on average 40 hours per week, and likely shift to Tuesday through Saturday 11am to 7pm to accommodate booked event schedules.
• Must be available to work a flexible schedule related to events on nights, weekends and some holidays.
• Work will require being in both indoor and outdoor settings across seasons.
• Work will require applicant to bend, reach, carry, climb, and lift 40 lbs. as necessary to perform assigned duties.
• Applicants are subject to Criminal Offender Record Information (C.O.R.I) check, however, we believe in rehabilitation and will provide any applicant the opportunity to address past work and life experiences.

Compensation:

EA offers a competitive salary for the Boston non-profit and parks sector. Performance and compensation are reviewed regularly, and management provides all employees with transparent benchmarks and paths for professional development and promotion within the organization. Per recent market research, the annual salary range for this position will be $60,000-70,000, commensurate with prior experience and demonstrated skills. The advertised pay scale is not a guarantee of a specific wage; however, it represents the maximum compensation we can offer. The compensation provided to a candidate may depend on various factors, including, but not limited to, the candidate's qualifications.

Benefits:

• 15 vacation, 12 sick & 2 personal days per year (after 2 years of service, vacation days increase to 17)
• 11 holidays, Thanksgiving, Christmas, New Years Day, MLK Day, and Presidents Day off and the 6 remaining as floating holidays depending on holiday worked, Memorial Day, Juneteenth, July 4, Labor Day, Indigenous Peoples Day and Veterans Day.
• Health and dental insurance, 80% of monthly premium paid by EA
• Health savings account with $2,500 EA contribution for those enrolled in EA health plan
• 403(b) retirement plan
• Commuter benefits, pre-tax deduction up to $300/month
• Paid professional development opportunities

Application Process:

• Include 1-page cover letter. Describe what details make an event, meeting or program memorable, and how you would translate this to the Esplanade's current and future convening platforms
• Resume should include at least 2 references for roles within the past 3 years.
• Each file name should include the applicant's last name.