Events Manager

We are hiring an Events Manager for a large, well-respected association in Center City Philadelphia.  Full Time role supporting the CEO of the organization under the direction of a Board of Directors.  This organization hosts over 20 events per calendar year across the greater Philadelphia region in support of their growing membership.  Salary starts at $68,000, medical benefits for employee and family fully paid for by company, 401K, plus 15 PTO days to start.  This is an on premise role to start with the flexibility to be remote 2 days a week upon approval from the CEO.

Responsibilities will include, but not be limited to:

• Identify the requirements and expectations for each event.
• Assess the event’s overall success and report on financial results.
• Collaborate with department leads to set revenue and attendance goals based on allotted budget.
• Manage expenses within the allotted event budget, documenting receipts, payments, and coding transactions appropriately, while collaborating with internal team as needed.
• Research venues, suppliers, vendors, speakers and then negotiate prices and hire.
• Work with internal communications team to publicize and promote the event.
• Liaise with vendors, exhibitors, sponsors, speakers, and stakeholders during the event planning process to ensure budget compliance and deadline management.
• Select and order promotional merchandise for applicable events.
• Work with internal marketing team to identify event A/V needs and then negotiate prices and hire vendor.
• Utilize the association management software to set up each event for online registrations.
• Manage and monitor event registrations in the association management software; troubleshoot technical issues; provide registration assistance and invoicing for members.
• Select dining menus and develop seating plan, collaborating with internal team as needed.
• Determine appropriate guarantee numbers and communicate with vendors.
• Conduct final inspections on the day of the event to ensure adherence to Association standards and that the event contract obligations are being met by vendors.
• Gather, pack, and deliver all event materials.
• Execute all event set-up, tear down and follow-up tasks and processes.
• Execute all post-event tasks, including final budget inputs, updating database software to mark attendance status for all registrants, ensure all receipts are digitized and properly labeled in the appropriate digital event folders.
• Maintain internal tracking reports and documents.
• Produce event collateral as necessary, such as name badges and flyers.
• Additional tasks or responsibilities, as assigned. Knowledge, Skills, and Abilities
• Demonstrated history of exceptional project management skills and success.
• Excellent budget management and compliance.
• Outstanding vendor management skills.
• Strong negotiation and communication skills.
• Strong computer skills required – intermediate or better knowledge of office software including MS Outlook, Word, Excel, and PowerPoint.
• Association Management Software or Member Database software experience is preferred.
• Demonstrated success in completing tasks and projects by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and adjusting plans as necessary.
• Ability to work independently, anticipate needs, and plan ahead.
• Professional and customer service-oriented individual with uncompromising ethics.