Summary / Objectives :
The Events Manager's primary responsibility is the coordination and management of all fundraising, cultivation, and stewardship events in support of AMCHAMSPAIN. The Events Manager works closely with staff to anticipate project needs, discern work priorities, and meet deadlines with minimal supervision. The role requires occasional evening and weekend work. The individual should have a passion for event management, provide outstanding member service, be enthusiastic, and able to build strong relationships with internal and external stakeholders. The Events Manager reports directly to the Executive Director and secondarily to the Marketing & Communications Manager.
Duties and Responsibilities (including but not limited to):
Event Planning and Production
* Identify and develop a variety of AMCHAM events, including conferences, seminars, networking events, and innovative formats.
* Collaborate with the Member Services Director and Executive Director to identify new revenue sources from events.
* Coordinate marketing activities for events, including website updates and promotional plans.
* Create workflows and project tracking tools using CRM systems and other software to manage event logistics.
* Develop and adhere to budgets and timelines, track funds raised, and manage event finances, including invoicing and reporting.
* Monitor registration, sales, and income goals, adjusting plans as needed.
* Forecast income and attendance for events.
* Assist in budget preparation and provide progress reports to staff.
* Negotiate contracts for event spaces, arrange catering, order supplies, and ensure technical and decor requirements meet standards.
* Coordinate with staff, committees, vendors, and external partners to ensure smooth event execution.
* Manage relationships with external vendors, overseeing bidding processes to secure cost-effective services.
* Handle internal and external communications, including guest lists and invitations via CRM systems like Salesforce.
* Conduct research, site visits, and resource assessments for event planning.
* Create room layouts and manage on-site event production and cleanup.
* Prepare event materials such as nametags, registration lists, and signage.
* Complete post-event follow-up and reporting, and propose improvements for future events.
Other Responsibilities:
* Maintain the internal and external events calendar.
* Manage website updates related to events.
* Update and archive all event-related files and data in the CRM system.
Minimum Qualifications:
* Bachelor's degree (BA/BS).
* Minimum of two years' experience in event management.
* Strong communication skills, including writing, proofreading, and speaking.
* Proficiency with Windows Office Suite and Salesforce CRM preferred.
* Experience in designing print and electronic materials.
* Exceptional customer service ethic and commitment to quality.
* Strong teamwork skills.
* Advanced or proficient English language skills.
* Ability to cultivate and manage relationships with volunteers, members, and vendors.
* Highly organized, detail-oriented, and motivated.
* Ability to meet deadlines and manage multiple priorities in a fast-paced environment.
Working Conditions & Travel:
* Availability beyond regular hours, including evenings and weekends for events.
* Frequent travel to Madrid.
Reporting:
Direct report to the Executive Director; secondary report to the Marketing Coordinator.
Schedule: Full-time, 9:00 – 18:00
Salary: 25,000 €
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