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Manager, Event Production

Not provided

Not provided

1 week ago

Job Description

Manager, Event Production

The National Multiple Sclerosis Society mobilizes people and resources to drive research for a cure and to address the challenges of everyone affected by MS. To fulfill this  mission , the Society funds cutting-edge  research , drives change through  advocacy , facilitates professional education, collaborates with MS organizations around the world, and provides programs and  services designed  to  help people with MS and their families move  their lives forward.  We partner with volunteers to accomplish our work. Staff members engage volunteers through effective and timely communications, facilitating meaningful opportunities, and continually seeking and providing feedback for reciprocal growth and learning.

The Manager, Event Production position is responsible for an assigned events portfolio as well as leading, coaching and supporting a small number of Event Production professionals (direct and indirect) across a proximately expanded geographic territory ensuring the successful execution of all events to achieve overall event goals. is responsible for planning and execution of all logistical aspects of fundraising activities for all assigned events including but not limited to: creating and adhering to logistical timelines; managing expenses to budget; securing vendors and placing orders for event day set-up (tents, tables, chairs, fencing, etc.); securing permits and certificates of insurance; ordering and managing delivery of event supplies; inventory and management of multiple storage units; determining needs and securing event vehicles, negotiating vendor pricing and contracts. Will work closely with relationship management and volunteer engagement partners within assigned territory to provide for exceptional event experiences and support revenue growth.  

The individual portfolio will encompass moderate level event grouping category events requiring a moderate level of proficiency and can include multi-market, higher level event grouping category events, and/or a significant quantity of events requiring advanced proficiency, year-round focus, and significant time investment.

Essential Function/Responsibility:

  Event Production (50% of time) Regularly collaborates with relationship management team and volunteer engagement staff serving as project manager to ensure exceptional event experience for participants and sponsors Monitor, adhere to, and update event production timelines for all events; adhere to deadlines and communicate progress to supervisor, identifying potential roadblocks or challenges Reserve and secure venues, permits and insurance for assigned events by predetermined deadlines, establishing, and maintaining positive relationships with communities hosting our events and vendors; identify and recommend new venues as necessary. Maintain storage unit(s) to ensure space is fully utilized and orderly; will often include storage unit(s) outside of local market or large units that house supplies for more than one market Maintain and track current inventory of event materials and supplies, including signage Purchase, pack and distribute specified event supplies before, during and after each campaign (i.e. prizes, incentives, t-shirts, medals, etc.) Provide local and National Sponsorship fulfillment information and manage deliveries Collaboratively manage distribution of in-kind secured by the relationship management team. Schedule and facilitate event production meetings with appropriate staff (pre, post, on-event) Determine and communicate event staff assignments in conjunction with development team partners Manage relationship with third-party logistics company, handling overall event logistics when applicable Follow all risk management guidelines related to event execution (police, communications, rider support, etc.). Partner with event and market leaders as well as lead volunteers to ensure rider safety, crisis communication, and weather-related delays or cancelations Establish and maintain positive relationships vendors and with communities hosting our events Serve as an active member of Emergency Response team; act as vendor contact for changes or cancelation Identify and recommend new venues as necessary Review, plan, secure and oversee event routes including developing contingencies as needed. Works closely with the Society’s legal/risk management department to ensure adherence to the Society’s contract policy. Ensures the timely submission of logistical event information so that TeamRaisers can be built and updated as needed to help drive acquisition and retention. Other duties may be assigned as needed to support event operations Budget and Project Coordination (20% of time)

  Negotiate and manage specified event contracts including but not limited to tents, porta-potties, dumpsters, facilities, trucks and supply vehicles, hotel blocks Follow event procurement process including purchase orders and contracts, payment processing, ensuring accurate record keeping and follow finance policies and procedures Track expenses and adhere to approved budgets for all events Maintain a focus on cost saving measures by ensuring appropriate bidding process for multi-site vendors (including tents, tables and chairs, heavy equipment, toilets, waste disposal, vehicle rentals, communication equipment, entertainment equipment, water and ice, peripheral equipment such as cones, stanchions, barricades, fencing, food vendors) whether paid or in-kind Complete all post-event financials (final invoice payments, etc.), thank you communications to vendors/partners, tracking supply/product usage and noting opportunities for following year; ensure the same for direct reports

  Staff Management (20%)

  Responsible for leading, coaching and supporting a small number of Event Production professionals (direct and indirect) across a proximately expanded geographic territory ensuring the successful execution of all events to achieve overall event goals. Coaches, develops, trains, and supervises staff, providing opportunities for growth based on individual and organizational goals; conducts performance reviews and provides mentorship and feedback to further skill development Coaches staff to ensure successful implementation and event experience Collaborates with market leaders to mentor team members to enhance skills and promote professional growth

  Manage relationships and responsibilities for specialized volunteer support and safety for all assigned events (10%)

  Lead volunteer committees to ensure members are fully supported and prepared for day-of-event roles and responsibilities Initiate, develop and facilitate committee meetings, in conjunction with relationship management partner, to share event details and ensure critical logistical items are addressed Cultivate volunteers, seek, and provide feedback on route, event timing, rider safety and support, etc.; share opportunities and ideas for reciprocal growth and learning

 

Responsibility for Managing Resources

Provide input and adhere to the approved budgets for all logistics-related expenses; manage and track expenses to meet financial expectations; identify opportunities and negotiate pricing for cost savings; adhere to all Finance policies and procedures; determine event supply needs and ensure effective use of resources. A ccountable to forecasting, oversight, and budgeting for the subsequent year.

Contract negotiations, permitting, vendor management is essential This position will provide guidance to others regarding budget and expense management. The position will collaborate regularly with relationship managers to ensure responsible stewardship of donor resources.

Supervision/Management

 

       Organizational/Department Structure:

  This position reports to: Sr. Manager Direct Reports: Coordinator, Specialist, Sr. Specialist

 

Problem-Solving and Decision-Making

Engages with internal and external partners to support business operations. Expected to propose and work through solutions to problems that are at times multi-faceted and complex. Decision-making requires research into internal procedures or systems and decisions may have internal and external impact on a above moderate scale. The Manager is expected to utilize knowledge of best practices and the Society Operating principles to make independent decisions regarding work for which they are responsible. 

For complex problems, the Manager is expected to research and propose possible solutions to resolve an issue.  Decisions may impact event operations and the Society’s risk. The position will be responsible for directing both staff and volunteers during event weekend to ensure successful event execution and requires the ability to make in-the-moment decisions to ensure the success of the event. This position may provide guidance and solutions to other staff members. For high-impact or critical situations, the Manager is expected to utilize sound problem-solving and decision-making skills by reviewing facts and data prior to engaging their direct supervisor.

 

Estimated hiring compensation range for this role is $46,300 - $55,000 based on an average compensation schedule.  Final offers will be based on candidate geographic location and consider career experience and may vary from this range due to these and other factors
Minimum Qualifications

Minimum Education Required :      ☒ BA/BS     

In lieu of a degree, candidates with at least 5 years of experience planning and executing events and a minimum of 2 years managerial experience will be considered.

 

Minimum Years of Experience Required: ☒ 3-4 years

 

Minimum Experience/Skills /Competencies At least 4 years of related experience. Non-profit experience (or equivalent) preferred. Some planning and implementation experience to drive measurable results and focus resources for a positive and safe event experience preferred. Experience managing a project/event from conceptualization through implementation a plus. Strong initiative with the ability to monitor multiple projects with competing priorities. Ability to manage and motivate staff and volunteers from a distance while deepening relationships and creating/building trust. Ability to multi-task, prioritize and organize while acting to achieve specific results. Ability to establish strong collaborative relationships and work with others in a cooperative and effective manner. Ability to adjust and maintain effectiveness in the face of multiple priorities/projects. Strong organizational, planning, and prioritization skills. Excellent written and oral communication skills with strong interpersonal skills. Results driven, determined, and strong attention to detail is a must. C ommitment to the mission, vision, cultural values, and expectations of the National MS Society .

Technical/Other requirements Commitment to the mission, vision, cultural values, and expectations of the National MS Society This position will be required to drive/travel on Society business. Candidate must possess a valid driver's license, proof of insurance and reliable transportation. The Society does run motor vehicle checks for all positions which require driving and the applicant must meet the Society guidelines Experience with logistical mapping and event diagram software such as Ride with GPS or Smartdraw a plus Flexibility to work evenings and weekends to support volunteer committees and events, especially during peak event season During this unprecedented pandemic and the contagious nature of the Delta variant, the Society has a responsibility to ensure that our workplaces are safe for all employees, especially those affected by MS. Accordingly, the Society requires all employees to be fully vaccinated against COVID-19  (with a COVID-19 FDA-approved vaccine or a COVID-19 vaccine granted Emergency Use Authorization) as a condition of employment, unless they meet the requirements for an accommodation or exception, under applicable law.

Benefits Info

You will have the opportunity for a highly competitive, comprehensive benefit package that the Society provides to employees. Your benefits include a considerable Paid Time Off Plan; Paid Holidays; 401k Retirement Savings Plan with Society match; Educational Reimbursement Plan; Professional Development Assistance; Commuter Benefit Plan; Comprehensive Health & Welfare benefits including Medical, Dental, Vision, Flex Spending Accounts, Life Insurance, Disability Coverage, Life Assistance Plan as well as additional voluntary benefit offerings. We value continuous learning and support your professional development through a Professional Development Assistance plan. You will join an incredible mission focused team of people!

The National MS Society is committed to building a diverse and inclusive workforce.  We strive to create a workforce that reflects the communities we serve and where everyone feels empowered to bring their authentic selves to work.   We need you and your unique talents and perspectives to help us write the last chapter on MS.



     

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