Event Manager

Position Summary: The Event Manager is responsible for the leadership and ownership of the full scale management of small to large scale events, including user conferences, sales kickoffs, roadshows, incentives, and other corporate events.

This position is well versed in event management, including client management, venue management, production coordination, hotel room blocks, vendor management, and contract negotiation.

Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job description is not intended to contain a comprehensive listing of the activities, duties, or responsibilities required of the position; additional activities, duties, or responsibilities may be assigned.

1. Assume total responsibility and ownership in the planning and execution of all assigned events.

2. Daily interface with client on assigned events.

3. Coordinate event management across all Departments, including Registration, Platform, Sponsorship, IS, Air, and Finance.

4. Identify Event Specialist hard skill training needs and communicate needs to Supervisor.

5. Manage event budget, invoicing, schedules of payments and cost savings report.

6. Oversee overall program agenda, ensuring communication across all internal and external teams.

7. Oversee and manage event project plan/timeline.

8. Lead and participate in client and internal meetings, including regular status meetings, pre-program walkthroughs, onsite meetings, and post program debriefs.

9. Drive client and internal team deliverables to meet timeline milestones.

10. Manage all aspects of venue coordination, including meeting space allocation, meeting room set-up, diagrams, food & beverage, electrical, internet.

11. Manage DMC and outside vendors, including Audio Visual, Production, Entertainment, IT/Internet, Photographer, Printer, Security, Shipping, Translation, Transportation.

12. Coordinate content, graphic development and production of all program collateral (i.e. agenda, conference guide, program of events, etc.) and signage.

13. Organize pre-trip mailings and attendee gift and giveaway selections.

14. Develop budgets, coordinate itineraries, and lead site inspections.

15. Confirm client VIPs, create VIP grid & photo cheat-sheet, and coordinate room amenities & transportation.

16. Review and contract onsite Travel Staff.

17. Coordinate on-site technology order with IS Department.

18. Develop final Program Specification Document (PSD).

19. Coordinate shipping procedures and arrangements pre and post program.

20. Transition program information and walk through all program specifications with Travel Staff onsite.

21. Oversee on-site program operations.

22. Manage final billing and presentation of final bill to client.

Required Travel: This position requires travel up to 50%

Environment and Physical Demands: This position operates in a professional office environment, using standard office equipment.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. The employee is frequently required to sit; stand; walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance; and stoop, kneel, crouch or crawl.

Competencies:

1. Strong communication and interpersonal skills.
2. Customer service orientation.
3. Client facing.
4. Project management.
5. Event management.
6. Financial management.
7. Initiative.
8. Proactive.
9. Problem solving.
10. Solutions oriented.
11. Conflict resolution.
12. Time management.
13. Collaboration.
14. Strategic thinking.
15. Team orientation.
16. Strong skills in Microsoft Office.

Education and Experience:

Required:

1. Four-year college degree or related work experience.
2. Minimum 3-5 years of experience in event management, meeting planning or hospitality.
3. 1-2 years of experience with direct client management.