Events Manager

Overview

• Manage logistics for workshops, conferences, and scientific meetings, ensuring seamless execution and participant satisfaction.
• Coordinate travel, hotel accommodations, catering, and facilities management in collaboration with the foundation’s travel agency.
• Utilize Cvent to create event websites, manage attendee communication, and oversee participant registration processes.
• Negotiate agreements with vendors to ensure high-quality service and cost efficiency.
• Develop and maintain project management tools, including timelines, budgets, and task lists, for effective event planning.
• Produce event collateral such as signage, promotional materials, and printed documents to enhance event branding.
• Serve as the primary contact during events, ensuring smooth operations and addressing participant needs.
• Conduct post-event activities, including budget reconciliation, vendor payments, and event debriefs, to ensure continuous improvement.

Key Responsibilities & Duties

• Plan and execute logistics for events, including travel arrangements, catering, and venue setup.
• Create and manage event websites and registration processes using Cvent software.
• Negotiate vendor contracts to maintain quality and budget adherence.
• Develop comprehensive project management documents to streamline event planning.
• Coordinate with staff and security to ensure timely event preparations and smooth operations.
• Represent the organization during events, ensuring participant needs are met effectively.
• Manage post-event activities, including financial reconciliation and inventory tracking.
• Ensure compliance with insurance and safety requirements for all events.

Job Requirements

• Bachelor’s degree in Arts or related field required.
• Minimum of 1 year of experience in event management; 7 years preferred.
• Proficiency in Cvent software highly preferred for event planning and registration.
• Strong negotiation skills for vendor contracts and budget management.
• Excellent organizational skills to manage multiple events and timelines effectively.
• Ability to work on-site Monday through Friday, 9 AM to 5 PM.
• Experience with inventory tracking systems like Sortly is advantageous.
• Exceptional communication skills to liaise with participants, vendors, and internal teams.