The Association Events Manager will function as the primary client liaison and team leader for assigned programs and events. Responsible for managing the overall coordination and execution of an entire program/event from a logistical perspective. Responsible for successful execution of all event deliverables from the pre-planning stage to financial reconciliation, while providing unparalleled levels of customer service. Events are between 150 - 1,000 participants per event and average 12 annually (local travel). The scope of this position is dependent upon assigned account/program.

Reporting and Working Relationships

  • Reports to Vice President, Account Management
  • Events Coordinator reports to Association Events Manager
  • Regular interaction with internal departments including: B2G leadership, graphic design, Content Directors/Managers
  • Manages external relationships with clients (board), association committees, third party companies (sponsors), venues and vendors

What You Will Do

 

Project Management

  • Primary point of contact for association client and other clients as assigned
  • Provide general management support for the association’s board
  • Complete overall project timeline, budget and marketing plan to facilitate prompt and accurate handling of all details
  • Assist client with overall project financials; monitor project expenses and budget
  • Maintain proactive, positive, open line of communication between client, planning committees and other operational team members
  • Gives clear direction to project team about the clients' needs, expectations, business context and event objectives
  • Conduct regularly scheduled status meetings from pre-planning, program operation, project management, and event feedback, with client and stakeholders
  • Sponsor relations including negotiating packages/negotiations and confirming packages

Logistics

  • Manage and negotiate venue and vendor relationships through RFP, bid analysis and recommendations to client (contracts, audio-visual, f&b, entertainment, etc.)
  • Monitor attrition dates, cancellation policies, conditional clauses and ensure contracted services are executed
  • Coordinate and attend site inspections before the event
  • Responsible for negotiating, tracking and reporting event budget and expenses on a consistent basis
  • Provide onsite leadership and support to clients, venues and vendors to ensure all functions or programs occur as planned while monitoring service levels
  • Proactive approach to resolving event challenges and anticipating client needs

Manage and support onsite staff and volunteers

Qualifications / Preferred Experience

  • Bachelor's degree in a related field and 3 to 5 years of events management, event planning and logistics/operations
  • Meticulous attention to details and superior organizational skills
  • Familiarity with hotel contracts/basic venue negotiations
  • Familiarity with association event management 
  • Proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Ability to work as a team player and independently in a fast-paced environment
  • Ability to multitask and deliver under tight deadlines
Job Form
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Please specify name / organization that referred you to this position.

 

Yes& has joined forces with Lipman Hearne

 

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