Job Title               Event Manager

Reporting To:      VP, Donor and Volunteer Experiences

Department:        Donor and Volunteer Experiences

FLSA:                  Exempt

Core Values: Passion Dive in – Create enthusiasm and inspire others.

                     Authentic Be Real – Keep it honest and set the example.

                     Collaboration Live United – Work together and mobilize for change.

                     Empowerment Own it – Be courageous and make it happen.

Overall Purpose of this Role: Leads and manages planning, coordination and execution of all facets of Heart of Florida United Way events and meetings from concept to on-site coordination. Major events include but are not limited to the Women United Luncheon (700+ attendees), State of Our Families address (250 attendees), affinity group engagements, creative signature fundraising events (ranging from 50 – 1000 attendees), etc. This position serves as the lead on event-related projects and will incorporate best practices in communications throughout volunteer and signature events including coordination of support from marketing, resource development and other departments while upholding the brand and reputation of the organization. Additionally, the Event Manager will serve as the consulting subject matter expert on small scale events/meetings conducted by other HFUW departments and programs.

Key Accountabilities:

·        Manage coordination of events from concept to on-site implementation.

·        Act as the primary lead on-site during events. Lead internal Heart of Florida United Way departments to coordinate their roles via a developed strategic event plan for each major event to ensure thorough strategy for each aspect of the event, including setting and managing timelines/deadlines for all milestones related to each meeting, and tracking adherence accordingly

·        Assist with internal meetings and events that are higher profile, more complex or larger in size either as the Lead or consulting presence.

·        Proposes an Event Management strategy that is aligned with the brand’s business strategy and leads its execution.

·        Conduct research to explore venue and vendor options for events, stay up-to-date on event trends and best practices through community outreach, event attendance, and participation in showcase activities of venues/vendors.

·        Work with vendors and venues to secure estimates, negotiate prices and execute proposals, develop in-kind partnership proposals where applicable.

·        Review event invoices for accuracy and acquires approval for payment, must be comfortable making recommendations for adjustments to benefit the organization and event budget overall.

·        Work with resource development and marketing teams to track event sponsors, ensuring all needs and package benefits are met for both the sponsor and event.

·        Build relationships with external partners to solicit in-kind contributions and ensure best possible pricing has been negotiated.

·        Monitor, track and report return on investment for events, utilize past event data for a cost benefit analysis to support future budget development and strategy.

·        Maintain records of all event aspects including budget summary, manage overall event tracker including ensuring departmental updates are produced regularly.

·        Work with IT, marketing and communications staff to set-up registration process for events, including recommended verbiage and required communications.

·        Provide input on copy and design specifications for evites and printed materials (ex. signage, collateral, etc.).

·        Researches and analyzes new products, pricing and services of local nonprofits, national United Ways and other events.

·        Works with experiences and engagement teams to review scheduled events and troubleshoot potential challenges/conflicts. Conduct event evaluations in order to determine how future events could be improved, including input from staff and overall evaluation.

·        Recruit, interview and manage 1-2 Event Management Interns per semester/year (subject to student availability) in partnership with Human Resources.

·        Works with Human Resources / Diversity, Equity and Inclusion team to ensure compliance with applicable laws and regulations. Develop strategies for policy or event enhancing elements accordingly.

·        Reviews staffing levels/roles to ensure that guest service and operational needs are met, proposes adjustments as needed relating to event staffing and volunteers.

·        Communicates and ensures departmental and emergency procedures are executed when necessary. Ensures staff is aware of procedures for all events.

·        Ensures that regular, ongoing communication is happening in all areas of event operations and with organization leadership.

·        Provide stellar customer service to internal and external customers.

·        Contribute to the overall organizational success by performing other duties and responsibilities as assigned.

 

Functional Competencies/Accountabilities:

Attributes & Behaviors:

·        Mission Focused: Create real social change that leads to better lives and healthier communities.

·        Relationship-Oriented: Cultivate and manage relationships toward a common goal.

·        Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement.

·        Results-Driven: Dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.

·        Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of the greater network.  

EDUCATION AND EXPERIENCE:

·        Detail-oriented, deadline-driven self-starter with strong customer service and organizational skills.

·        Bachelor’s degree or equivalent combination of experience and education required.

·        A minimum of three years related experience; or equivalent combination of education/training and experience, five years preferred.

·        Event planning certification required, CMP (Certified Meeting Professional) or CMM (Certified Meetings Manager) strongly preferred.

·        Demonstrated ability to manage multiple projects simultaneously, set priorities, identify and address challenges within a team environment.

·        Demonstrated proficiency with Windows and Microsoft Office Suite, ability to type a minimum 55 WPM, ability to use common office equipment such as copier and fax. Experience with event management software beneficial.

·         Must be able to prioritize and manage heavy workload in fast-paced work environment. Ability to coordinate, manage and execute several events at one time.

·         Must be personable with excellent verbal and written communications skills and be able to interact with a variety of individuals/organizations while maintaining confidentiality.