Events Manager

Overview

• Manage and coordinate academic events, including research conferences, scientific meetings, workshops, and social events, ensuring seamless execution.
• Handle administrative and logistic functions such as scheduling, travel arrangements, and transportation coordination independently.
• Collaborate with scientific teams to plan events, including guest speaker arrangements and participant invitations.
• Utilize event planning platforms for website creation, attendee communication, and participant registration management.
• Negotiate agreements with third-party vendors to ensure service quality and fiscal responsibility.
• Create and monitor project management tools such as timelines, budgets, and task lists for effective planning.
• Produce event collateral, including signage, promotional materials, and printed documents as required.
• Maintain excellent service standards for program participants, ensuring their needs are met effectively.

Key Responsibilities & Duties

• Coordinate logistics for events, including travel, accommodation, catering, facilities, and insurance requirements.
• Create and manage event websites, attendee communications, and registration processes using specialized platforms.
• Negotiate contracts with venues, caterers, and AV providers to ensure quality and cost-effectiveness.
• Develop and present project management tools to ensure clear communication and efficient planning.
• Facilitate the creation of event materials, including signage and promotional collateral.
• Ensure program participants receive exceptional service and their needs are anticipated and addressed.
• Collaborate with staff and security to ensure timely event setup and preparations.
• Monitor event timelines and budgets to ensure adherence to planning objectives.

Job Requirements

• Bachelor of Arts degree required, with a focus on event management or related field preferred.
• Minimum of 1 year of experience in event management; 10 years preferred.
• Proficiency in event planning platforms and tools for website creation and participant management.
• Strong negotiation skills for vendor agreements and contract management.
• Excellent organizational skills to manage timelines, budgets, and task lists effectively.
• Ability to produce event collateral and promotional materials as needed.
• Exceptional interpersonal skills to deliver service excellence to program participants.
• Comfortable working onsite from 9am to 5pm, five days a week.