Senior Event Specialist

POSITION SUMMARY

Reporting to the Event Manager, the senior event specialist works in conjunction with the events manager and individual team members to plan and execute in-person, hybrid, and virtual events of varying size and complexity. This position will work closely with the meeting and event manager to support team members and event hosts. This position requires a high degree of independent decision-making and sound judgment with experience managing multiple programs and events simultaneously in a fast-paced environment. Travel will be required.

RESPONSIBILITIES

• Work with the Meeting and Event Manager and broader team to plan and execute in-person, hybrid and virtual events. Manage multiple programs and events simultaneously, focusing on strategy, goals, timeline, impact, budget, engagement and follow-up.
• Work with the Meeting and Event Manager to support and provide guidance to team members and event hosts. Review vendor agreements and contracts, triage event related issues and work with planners, hosts and manager to resolve issues. Excercise good judgment and demonstrates poise in problem solving for unforeseen situations that may impact event planning and implementation.
• Serves as project manager to ensure the successful execution of details for small to large events. Collaborate with colleagues to determine technical requirements for each meeting or event, providing the host with an understanding of requirements, resources and best practices needed to create virtual and hybrid meetings and events.
• Research, identify and work directly with external vendors to negotiate costs and services, contracts and RFPs as needed. Develop and monitor event budgets to ensure cost control. Determine logistical requirements and limitations of selected venues and coordinate arrangements as needed to ensure the success of the event.
• Support the administration and development of event marketing and management software including managing invitations and invitation lists; create, test and send participant registration and meeting and event materials; monitor responses and assist participants with registrations; provide reporting to the meeting host.
• Establish strong relationships with hotel or venue partners, provide timely updates to room lists, catering, etc. Coordinate travel needs with the Foundation’s travel agency.
• Provide on-site logistical support; proactively address potential issues and troubleshoot day-of emerging problems; communicate with host, speakers, guests or staff as required; coordinate staff and/or volunteers for on-site activities such as registration, vendor management and staff communication.
• Serve as the on-site production manager at assigned event or activity and liaise with vendors, speakers, and VIPs on all event-related matters. Manage preparation, develop contingency plans, run technical rehearsals, create and execute day-of technical run of show, produce meetings on various platforms. This includes learning new platforms and tools to lead and train team members, speakers and attendees on how to use.
• Lead the event team’s efforts to incorporate Diversity, Equity and Inclusion (DEI) strategies in all aspects of meeting planning to create a physically and psychologically safe environment for all attendees that enables them to fully engage. Work with venues and vendors that demonstrate an active commitment to DEI.
• Exhibit sensitivity to and respect for diversity in personal, professional and business relationships, understanding and celebrating that this is part of the Foundation’s culture and values.
• Continuously evaluate and seek approaches to using the Foundation’s resources equitably with regard to race, ethnicity and gender.
• Demonstrate knowledge and appreciation of the Foundation’s mission, values, standards, principles and programs, drawing on Casey’s intranet, website, staff development sessions and other learning opportunities to establish this competency.

QUALIFICATIONS

• Minimum requirement of a bachelor’s degree, with a minimum of five years of experience in meeting and event planning or the equivalent combination of education and experience.
• Experience managing in-person, hybrid and virtual event production required with minimum of three years of in-person event production experience.
• Experience with Zoom, or other web conferencing services, required. This includes knowledge of meeting production workflows, breakout rooms and participant management.
• Demonstrated proficiency in Microsoft Office required; experience with CVENT preferred
• Certified Meeting Planner (CMP) designation preferred
• Travel required, up to 20%

ESSENTIAL SKILLS AND ABILITIES

• Project Management: Establishes project goals, milestones, and procedures; defines roles and responsibilities; acquires project resources; coordinates projects throughout the Foundation; monitors project progress; manages multiple projects in varying stages of development with minimal supervision; conducts required follow-up; is able to work simultaneously on multiple projects, tasks and deadlines; demonstrates initiative and motivation; remains calm under pressure
• Communication: Possesses exceptional writing, public speaking and presentation skills, including experience presenting complex subject matter to nonexpert audiences in a strengths-based and positive manner. Experience developing PowerPoint presentations.
• Equity and Inclusion: Skillfull approach to working with people from diverse perspectives and backgrounds to facilitate the strengthening of relationships to pursue shared interests.
• Building Relationships: Develops, creates and sustains professional relationships with internal and external parties; networks with peers and associates to build constructive and supportive relationships; understands the importance of building strong relationships; works productively as part of a team
• Interpersonal Savvy: Relates well to everyone at all levels of the organization, including internal and external constituents; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; demonstrates outstanding judgment with a strong customer service focus.
• Political Savvy: Ability to maneuver through complex political situations effectively; sensitive to how people and organizations function; anticipates potential concerns and plans accordingly; views corporate policies as a necessary part of organizational life
• Collaborative: Proven ability to work effectively, internally and externally, and as part of a diverse interdisciplinary team
• Computer Savvy and Technical Skills: Maintains strong proficiency in using Microsoft Office, Zoom, and CVENT; comfortable and enthusiastic about learning new hardware and software tools
• Organization: Detail oriented; keeps information organized and accessible; works systematically and efficiently, arranges information and files in a useful manner
• Peer Relationships: Quickly finds common ground and solves problems for the good of all; calmly and deftly solves problems with peers; is seen as a team player and cooperative; easily gains trust and support of peers; encourages collaboration; is able to be candid with peers