Summary/Objectives:
The Events Manager's primary responsibility is the coordination and management of all fund-raising, cultivation and stewardship events in support of the AMCHAMSPAIN. The Events Manager works closely with all staff to anticipate project needs, discern work priorities, and meet deadlines, with little supervision. He or she must be able to work occasional evenings and weekends. The individual should have a love for special event management, provide outstanding member service, be an enthusiastic professional, and be able to build relationships with internal and external customers/members. The Events Manager has a direct report to the Executive Director and secondary report to Marketing & Communications Manager.
Duties and Responsibilities (including but not limited to ):
Essential Functions Event Planning and Production
* Identify and develop AMCHAM events from annual conferences to seminars, networking events and new types of event formats
* Work closely with Member Services Director and Executive Director to identify new sources of revenue from events
* Coordinate all marketing activities for events from website development and updating to creating promotion plans
* Create workflows and project tracking tools to facilitate event management via CRM system and other software programs (e.G. shared calendars, reminders, etc.)
* Create and adhere to project budgets and timelines for special events. Track and collect funds raised for special events. Keep track of event finances including check requests, invoicing and reporting;
* Monitor progress of registration, sales and income goals and adjust plans as appropriate.
* Create income and attendance projections for events.
* Assist with preparing budgets and provide periodic progress reports to staff directors for each event project;
* Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audio/visual equipment, make travel arrangements, order event signage, and ensure appropriate décor & protocol to meet the quality expectations of the event attendees;
* Work closely with staff, committees and other leadership on event planning, list development, sales, etc.;
* Communicate event details with Chamber staff and vendors (caterers, rental companies)
* Enlist and manage successful relationships with outside resources, such as caterers, designers, printers, technicians, and others;
work closely with and negotiate with external vendors to coordinate goods and services for events. Manage relationships and bidding process to ensure the best service and most efficient cost for goods and services.
* Coordinate internal and external communications, including organization of guest lists, mailing of invitations, etc. using CRM system (Salesforce.Com);
* Conduct research, make site visits, and find resources to help staff make decisions about event possibilities;
* Create room layouts for staff/volunteer review for each event;
* Assist with managing on-site production and clean-up for events as necessary;
* Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating charts, etc.;
* Close out allevents as required. Conduct post-event follow up (e.G. Post-Mortem Reports) and action steps.
* Propose new ideas to improve the event planning and implementation process;
* Provide continuous critical evaluation of current events to determine if they are effective fundraising vehicles. Investigate new ideas for future events.
Other Responsibilities include :
* Maintain AMCHAM’s internal and external events calendar(s);
* Responsible for Website management and updating event
* Update and maintain all events information for the Chamber – archive files, generate lists, update CRM system, etc.
MINIMUM QUALIFICATIONS
· BA/BS
· At least two years' experience in managing events
· Must demonstrate strong communications skills including writing, proof reading, and speaking;
· Computerskills (Windows Office Suite, Salesforce.Com CRM preferred);
· Experience overseeing the design and production of print materials and publications and electronic publications.
· A superior customer-service ethic and high expectations for quality;
· Strong ability as a team member;
· English advanced or proficiency
· Ability to effectively cultivate and manage volunteer, member and vendor relationships;
· Hard working, highly motivated, extremely well-organized, and detail-oriented individual;
· Able to meet multiple deadlines and handle multiple priorities in a fast-paced environment.
Working Conditions & Travel:
· Requires availability beyond regular office hours for openings and events evenings and weekends.
· Frequent travel to Madrid
Reporting:
Direct report to Executive Director & secondary report to Marketing Coordinator.
Schedule :
Fulltime 9:
00 – 18:
00
Salary:
25.000 €.