EVENT MANAGER
POSITION DESCRIPTION

Updated: December 11, 2018
Applications Close*: January 18, 2019
*subject to change w/o notice

Position: Event Manager
Status: Full Time, Exempt
Reports To: VP, Operations

Position Overview
The EC’s events are not only vital tools in celebrating and communicating what we do but also in delivering our mission.  Our events give voice to the passion we have for supporting entrepreneurs.

The Event Manager position is an integral part of the EC’s team and requires a highly organized, creative, attentive to details, and motivated person to serve as the lead for event planning and execution for fundraising and mission delivery.  We execute and host over 250 events per year serving anywhere from 6 to 600 community members.

Events include fundraising galas, program education, milestone events, community gatherings, and more.  The position deals with a wide range of responsibilities that include: project management, event theme building, creating event programs, communicating with event attendees & corporate donors, contracting vendors, budget management, coordinating event logistics, timelines, and tasks as necessary for event production.

The Events Manager must be able to anticipate project needs, discern work priorities, and meet deadlines. The Events Manager should have a passion for event management, provide outstanding communication to teammates, vendors, event attendees and volunteers, be an enthusiastic professional, and be capable of building strong and positive relationships with participants, donors, and partners..

Fundraising & Mission Delivery Event Responsibilities (not limited to)
Serve as the project management lead for special event planning, management, and production.

  • Work collaboratively with the EC team and internal event owner, suggest event concepts when needed, and project manage each event.

  • Create and manage the timeline, program and task list for all EC hosted events.

  • Lead all event planning and production meetings and discussions.

  • Coordinate and manage the invitation, registration, and attendee check-in processes.

  • Communicate with event participants, sponsors, and volunteers for seamless execution.

  • Organize and lead collaboration with the Marketing Team on fundraising event design, graphic design/production/printing, and event marketing.

  • Negotiate costs and services with vendors; book event space, arrange food and beverage, order all supplies/decorations and coordinate audiovisual equipment & operation.

  • Secure volunteers; guide the staff and manage the volunteers working at the event.

  • Coordinate the run of show, speakers, participants, and needs with the appropriate team member(s).

  • Manage signage for events including step & repeat, auction items, bidding & donation apps, event programs, etc.

  • Work with the venue to create/revise room layouts/seating arrangements for each event as necessary.

  • Manage on-site production and clean up for events as necessary.

  • Manage the follow-up with vendors, sponsors and staff members following each event.

Event Administration:

  • Create and manage detailed budgets for each event while managing expenses and maximizing all revenue opportunities.

  • Provide periodic progress reports to all areas of the organization for each event.

  • Research venue options, coordinate appointments and visits to see venue space, and schedule events on the calendar.

  • Prepare and modify event contracts with EC Operations as requested.

  • Seek new, creative, opportunities for each of the events to keep them relevant and successful.


Community Event Space Use Responsibilities (not limited to)

Facilitate the use of the EC’s event space by community partners, EC members, and other third parties.

  • Maintain calendar and take new bookings.

  • Communicate with hosting organization to provide a best-in-class experience at the EC.

  • Facilitate room set up, A/V needs, parking, and other needs as they arise.

  • Coordinate staff coverage and participation when needed.

  • Collaborate with Operations on invoicing and payments for space use.

  • Communicate to the team on exponential opportunities for involvement.

  • (Future) Develop and implement a plan to grow revenue in this area.  This area will have a financial goal to achieve.

General Event-Related Administration (not limited to)
Provide day-to-day foundational support for events at the EC.

  • Upon budget approval, secure relevant event equipment to have on hand at the EC (ie ice buckets, tables).

  • Maintain an inventory of supplies such as water, refreshments, napkins, and utensils.

  • Coordinate location, meals and parking for team & leader and other internal events (onsite and offsite).

Qualifications

The ideal candidate should have a strong special events background, provide outstanding customer service, be an enthusiastic professional and be able to build relationships with internal and external customers.

  • Outgoing and dynamic personality

  • An “A” player that delivers results

  • Resourceful and efficient with experience operating in a small and growing organization with limited resources. Experience in a not-for-profit environment preferred

  • Ability to think, apply and execute Lean Methodology in your work with events

  • Superior time management skills and multi-tasking abilities

  • Forward-looking thinker, able to anticipate needs, foresee problems, and propose solutions

  • Expert level written and verbal communication skills

  • Experience in managing VIPs, C-level executives and donors

  • Excellent interpersonal skills with a high level of professionalism.

Experience

  • Bachelor’s degree required.

  • 2+ years prior experience coordinating small (50 guests) gatherings and large (600+guests) special events

  • Experience with office administration

  • Proven track record of generating revenue from events

  • Budget management and negotiation skills

  • Nonprofit and/or startup experience preferred, but not required

  • Proven ability to thrive in a fast-paced environment

  • Proficient in various project management software, Microsoft Word, Excel, PowerPoint or Apple Keynote, event management software and Google Apps.

Compensation Package
This is a full-time exempt position and based in Nashville, TN.

  • Salary range dependent on level of experience.

  • Comprehensive benefits package, including medical and life insurance with dental, vision and disability options.  Plus a 401(k) matching option.

  • Flexibility in how work is accomplished with respect for work/life balance.

We are an equal opportunity employer and do not unlawfully discriminate in employment. No question on this application is used for the purpose of limiting or excluding any applicant from consideration for employment on a basis prohibited by local, state, or federal law. Equal access to employment, services, and programs are available to all persons. Those applicants requiring a reasonable accommodation to the application and/or interview process should notify a representative of the organization at hr@ec.co