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Senior Associate, Events Management

Job

Job posted by: The Pew Charitable Trusts

Posted on: June 6, 2014

Job description

The Pew Charitable Trusts is driven by the power of knowledge to solve today's most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and stimulate civic life.

We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.

Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the best interests of the people. We partner with a diverse range of donors, public and private organizations and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society.

With offices in Philadelphia, Washington, DC, Brussels and London and staff in other regions of the United States as well as Australia, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.

Event Management:

The Event Management team brings together the right mix of external vendors and staff to lead the meeting areas from first inquiry through delivery of all services required for the day-to-day operation of the event, including finalization of all billing to internal and external guests.

The event management staff, a highly guest service oriented team, develops internal and external policies and procedures concerning event management requiring group rooms and also effectively plans all of the logistics of the meeting including room setup, audio visual, transportation, housing and food and beverage and any other needs.

The Pew Charitable Trusts office is a very active convening public charity with a high-volume of daily meetings, press conferences, multi-day meetings with concurrent break-outs, book signings and evening functions frequently requiring specific set-up needs and AV requirements.

Position Overview:

The Senior Associate, Event Management position reports to Senior Manager, Real Estate Services, Conference Center and Events. The Senior Associate is responsible with the Event team, for managing logistics for all meetings, conferences, and convening's that require group room nights in Washington, DC, throughout the U.S and the rest of the world. This position is responsible for leading all logistical needs including organizing food and beverage, audio visual, transportation, registration pages, signage, room setups, and all other needs that are sponsored or co-sponsored by The Pew Charitable Trusts' government performance unit and its projects or campaigns. The senior associate will also serve as the backup for events sponsored by Pew's environment group. This position is also the primary contact for all vendors, attendees or any third party company directly involved in the management of the event.

To be successful, this individual must be customer-focused and able to navigate in a complex internal structure work with multiple levels of management, possess excellent organization and communication skills; have demonstrated experience and success in event management; budget management, knowledge of online event management software, specifically Cvent, experience managing people in an indirect reporting relationship; provide training/coaching to staff; be guest service oriented; and work well in a team environment.

Job Requirements

  • Direct the planning and execution of The Pew Charitable Trusts' government performance group's events, meetings and conferences that require group room nights in Washington, DC, throughout the U.S and internationally.
  • Arrange and ensure that all logistical details including locating sites, organizing food and beverage, handouts, travel, housing, and meeting space for all events, meetings, and conferences are run effectively.
  • Schedule pre-convention meetings meetings with hotel staff before each event to discuss menus, room setup and A/V and any other needs.
  • Determine menus, room setup, A/V, for all events.
  • Work directly with the travel management companies to set up flights for events, manage the billing and provide approval on flights that are over the approved amounts.
  • Respond to questions from organizers and attendees in less than 24 hours for each event.
  • Research sites and submit request for proposals to venues in order to determine the best available site for each event.
  • Serve as primary liaison for all meeting-related vendors.
  • Negotiate contracts focused on event management. Coordinate with legal to ensure all contracts meet Pew's process requirements and standards.
  • Work with programmatic staff to ensure contracts for the travel management company are submitted and paid in a timely manner.
  • Utilizing Pew's registration software, Cvent, demonstrate proficiency and ability to create registration pages, invitations and all communication to attendees for all events through the online event management software system.
  • Develop and manage meeting and event related budgets through all phases of event planning.
  • Review all invoices and billing and ensure processing for payments for every event.
  • Conduct regularly scheduled meetings with government performance staff (internal clients) to seamlessly coordinate program content with event logistics.
  • Help to identify and train government performance staff to assist with onsite event management.
  • Coordinate with internal clients to confirm and inform legal affairs and government relations of federal or state employees in attendance at Pew events.
  • Collaborate with the senior manager to identify relevant professional development opportunities and stay up to date on event planning trends and best practices.
  • Manage other duties and responsibilities as necessary and assigned.

Requirements:

  • Bachelor's degree required.
  • A minimum of 5 years of event planning experience required. Demonstrated experience coordinating meetings and complex travel arrangements.
  • Experience managing contracts and vendors preferred. Strong negotiation skills in order to receive the best rates on vendor contracts for events.
  • Responsiveness to requests and commitment to providing high quality service. Maintains a customer service demeanor at all times.
  • Experience with registration software. Cvent is preferred.
  • Certified Meeting Professional (CMP) accreditation preferred.
  • Outstanding organizational and time management skills; ability to manage the details of several events at different stages simultaneously and a strong capacity to track details is required.
  • Excellent verbal and written communication skills (including proofreading) and the ability to express oneself concisely and clearly using correct grammar.
  • Attention to detail, conscientious, proactive and ability to anticipate needs. Monitors and double-checks work and information for accuracy and quality.
  • Flexibility to work as part of a team or independently to meet goals. Self-directed to take action and resolve issues.
  • Sound judgment and discretion in handling sensitive matters and a wide variety of people as well as the ability to conduct oneself in a highly professional manner. Makes decisions or choices wisely, after adequately contemplating various courses of action and their potential repercussions.
  • Ability to understand organizational structure and work through administrative systems and processes. Asks appropriate questions to facilitate work being completed.
  • Knowledge of and demonstrated proficiency in the use of office and word processing software (Windows, Microsoft Word, Excel, PowerPoint and Outlook) is preferred. Ability to create simple charts, graphs, flow charts, spreadsheets and other figures.
  • Knowledge of SalesForce is preferred

Travel:

Regular overnight travel anticipated for meetings and conferences.

Pew is an equal opportunity employer.

Apply Here

PI78747711

How to apply

Location

Washington, DC, 20004, US

Details

Education requirements
Employment type
Full time
Professional level
None specified
Job function
Owner's areas of focus

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