Event Manager

Position Overview:

We are looking for an Events Manager to handle comprehensive event planning and implementation, ensuring flawless execution and achievement of event goals. This role requires excellent organizational abilities, meticulous attention to detail, and the capability to manage multiple projects simultaneously.

Primary Duties

Information Collection:

• Collect event details via outreach, inbound pitches/emails, team collaboration, or the Field Marketing team.
• Communicate with the main contact to gather complete event specifics.
• Arrange initial meetings and request essential materials such as event decks, information, and recaps (photos/videos).

Planning and Deck Development:

• Prepare pitch decks in ASANA, covering essential event details like budget, date, time, setup, breakdown, venue, guest count, sponsor costs, activation plans, and ROI analysis.
• Present pitch decks to the Executive team in meetings or via email, distributing to the team through HOTSHEET before pitch sessions.
• Manage the approval process with the Executive Team; advance approved projects and catalog declined projects in ASANA for future consideration.

Organizer Coordination:

• Request and review invoices, contracts, W-9s, and payment information (ACH Wire, check address, or payment link) from event organizers.
• Ensure new vendors are added to our ERP (Enterprise Resource Planning) system, keeping all relevant team members informed.

Activation and Budget Management:

• Create activations and budgets for approved events, adhering to annual budget allocations.
• Track event budgets using the Event Budget Tracker, accounting for additional costs related to activations and labor.

Team Coordination and Briefing:

• Engage teams in planning, including MSO Teams, BA scheduling, and the Executive Team.
• Manage requests for rentals, event production, in-house services, and photo/video coordination.
• Coordinating team needs for photo/video.

Onsite Event Operations:

• Conduct pre-event briefings to inform teams about activations, giveaways, roles, messaging, staff schedules, and event attractions.
• Oversee load-in, setup, and pack-out procedures.
• Conduct dry run content reviews.
• Manage event video/photos during the event.

Additional Responsibilities:

• Supervise and motivate direct reporting staff, assigning tasks, explaining how to execute them, and communicating performance metrics.
• Address and document performance issues in real-time.
• Lead and direct staff, managing hiring, scheduling, performance management, corrective actions, and separations.
• Availability for at least 40 hours per week, including day/night shifts and some weekends.
• Undertake additional duties as needed to support business objectives, as assigned by a VP of Marketing.
• Note: This job description is not exhaustive and may include other tasks as required. Duties are essential functions and may be modified to accommodate individuals with disabilities.

Qualifications

Technical Skills & Competencies:

• Proficient in ASANA, Microsoft Teams, and other event management tools.
• Strong organizational and project management skills.
• Excellent communication and interpersonal abilities.
• Capable of working under pressure and managing multiple events simultaneously.
• Detail-oriented with strong problem-solving skills.

Education & Experience:

• Bachelor’s degree in Marketing, Business Administration, Communications, Hospitality Management, Public Relations, or a related field preferred.
• Minimum of 5 years of experience in event management.

Requirements:

• Must be at least 21 years old.
• A valid driver’s license with a clean driving record.
• Flexible hours, including evenings and weekends, as needed.
• Frequent travel, including out-of-state, is required.
• Physical demands include the ability to push, pull, move, and/or lift a minimum of 50 lbs. to a height of 5 feet and carry it a minimum distance of 50 feet.
• Prolonged periods of standing, sitting at a desk, and working on a computer.
• Ability to access and navigate all departments at the organization's facilities.
• Must be able to get in and out of vehicles and walk up and down stairs during shifts.
• Ability to stand, sit for prolonged periods, bend, kneel, squat, and twist.

This role is pivotal in ensuring the successful and seamless execution of events that align with our organizational goals and standards.