TO APPLY: Email your resume to Amy Belicev, GSOF Director of Events, at [email protected].
The Events Manager – IPIW / MWW reports to the Director of Events and executes a variety of internal operational and administrative functions to support the Marketing and Events (ME) Team. S/he is the operational lead for the organization and execution of assigned Foundation events.
Location: Remote, with up to 10% travel
Primary Responsibilities: The Manager’s primary focus includes:
- Primary Lead for pre-planning, on-site execution and post-event wrap-up of assigned GSOF Events: Indo-Pacific Irregular Warfare Symposium, Modern Warfare Week, and Imperatives Events
- In collaboration with the Event Director, develop and manage master production timelines and direct all staff areas of responsibility, including marketing, sales, exhibit and sponsorship fulfillment, registration, volunteer/temp management.
- Ensure strategic objectives, marketing and event goals are met for each event on-time and within budget.
- Ensure that logistical details, including room set-ups, displays, audio-visual, transportation, housing, food and beverage, and offsite events etc., are planned effectively and maintained within established budgets.
- Develop and maintain meeting schedules and agendas internally and with all event planning partners.
- Negotiate and contract room blocks, manage master account, staff and VIP reservations and track hotel pick-up.
- Contract, manage, and ensure timely payments of all 3rd party vendors (decorator, transportation, temps, security, etc.) and ensure contracted services are executed with appropriate level of quality, resolving any problems or issues that might arise.
- Develop and maintain event specs sheets.
- Symposium programming support to include but not limited to: integrate symposium programming as a part of the overall event schedule, maintain schedules on various platforms, and ensure audio/visual is in accordance with speaker requirements.
- Share requirements with registration team to build, test and roll out registration, to include establishing attendee types/and pricing with respect to venue capacity and established budget.
- Direct all required attendee invitations to registration and speaker management teams: including defense attaches, relevant government units, VIP international attendees etc.
- Manage affiliate meeting requests.
- Lead for non-marketing attendee communications (KBYG, Retention emails)
- Update event details on a variety of platforms, including public-facing and internal, as needed
- With the Sales Manager, develop unique and impactful sponsorship and exhibit opportunities
- With the Customer Care Coordinator, develop special programming
- Support development of After Action Report (AAR)
- Other event-focused duties as assigned
Desired Qualifications:
- Bachelor’s degree and at least 3 years of meeting and event experience, or 5+ years combined equivalent of work experience and education required
- At least 3 years of experience planning and executing mid-scale trade shows and events
- Knowledge of information systems, including association databases, customer relationship management, data collection and analysis, and/or formal report development
- Self-motivated and proactive team leader with experience accomplishing prescribed goals with little or no supervision
- Experience handling high-volume, production-based projects, including prioritizing, organizing, and tracking details, effectively managing deadlines and multiple priorities.
- Impeccable attention to detail to ensure that all contractual commitments are met
- Willingness to learn and look for ways to improve processes to achieve greater efficiency in pre, during, and post-planning phases. This involves taking the initiative to try new approaches and trusting one’s own professional judgment
- Demonstrate ability to communicate clearly, concisely, and effectively to express information in both written and oral context with internal customers, attendees, team members, and vendors
- Strong writing skills and a proven track record of developing professional and effective communications
- Ability to work remotely with a fast-paced, dynamic team
Desired Software Experience:
- CVENT or similar event management software
- Google Suite, especially Docs, Sheets, and Slides
- Monday.com or similar task management system
- Microsoft Office 365
- Impexium or other Association Management Systems (AMS)