Events Manager Position Description

VITAMIN ANGELS POSITION DESCRIPTION POSITION: EMPLOYER: Events Manager The Vitamin Angels Alliance, Inc. (VA) ROLE OR PURPOSE OF POSITION Our events at Vitamin Angels are a vital tool in celebrating and communicating not only what we do but “why” we do it. Our events give voice to the passion we have for all that we do. This Events Manager position is key to our success and requires a highly organized, creative, detail oriented and motivated person to serve as lead for event planning, revenue generation, management, production and sponsorship. Events include fundraising galas, corporate functions, golf outings, tradeshow exhibitions, and conferences, among others. The position deals with a wide range of responsibilities that include: seeking & securing sponsorships, event theme building, creating event programs, communicating with event attendees & corporate donors, marketing, contracting vendors, 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 special event management, provide outstanding communication to VA staff, vendors and event attendees and volunteers, be an enthusiastic professional, and be capable of building strong and positive relationships with donors and partners. MAJOR DUTIES AND RESPONSIBILITIES Serve as the lead for event planning, revenue generation, management, production and sponsorship. Event Planning and Production Management includes, but is not limited to: • • • • • • Create and manage the timeline, program and task list for all VA hosted events (excludes tradeshow coordination). Lead all event planning and production meetings and discussions. Organize and lead collaboration with the Marketing Team on event concept, graphic design/production/printing, and event marketing. Negotiate costs and services with vendors; book event space, arrange food and beverage, order all supplies/decorations, coordinate audiovisual equipment & operation, make travel arrangements. Coordinate the logistics for shipping supplies and staff travel to the event location. Secure volunteers; manage the staff and volunteers working at the event. 1 • • • • • • Secure guest speakers and entertainment; review speeches, write scripts, coordinate rehearsals. Work with venue to create/revise room layouts/seating arrangements for each event as necessary. Manage on-site production and clean up for events as necessary. Create event sponsorship packages and lead the solicitation and securing of sponsorships. Organize and manage the invitation, registration and attendee check-in processes. Manage the follow-up with vendors, sponsors and staff members following each event. Event Revenue Generation • • • Lead the solicitation and securing of sponsorships Create event sponsorship packages Exceed revenue goals Event Administration includes but is not limited to: • • • • Assist with preparing budgets and provide periodic progress reports to staff directors for each event project. Keep track of event finances including check requests, invoicing, and reporting. Research venue options, coordinate appointments and visits to see venue space, and schedule events on the calendar. Prepare and modify event contracts as requested. QUALIFICATIONS REQUIRED • • • • • • • • • • • • • • • B.A. degree from accredited university. 3+ years prior experience coordinating large (500+guests) special events Experience with office administration. Proven track record of generating revenue from events Experience with integrating social media into event planning and execution Experience in managing VIPs, C-level executives and celebrities Excellent communication skills (both verbal and written). Superior time management skills, multi-tasking abilities, team playing skills. Budget management and negotiation skills. Ability to accomplish projects independently. Excellent interpersonal skills with a high level of professionalism. Fantastic customer service ethic and high expectations for quality. Experience with hiring and managing vendors for event production. Internet research and email savvy. Computer skills: Word, Excel, PowerPoint, Convio/Salesforce (can be trained). PREFERRED 2 • • • CMP (Certified Meeting Planner) with experience in the health and wellness industry and/or non-profit human services Experience in events with fiscal goals Enjoys a very collaborative environment. LEVEL OF DECISION-MAKING Within the bounds of VA’s mission, values and policies, brand and sound professional practices, the Events Manager is free to manage his/her activities to deliver defined results. Specific authorities associated with this position and their implementation procedures will be determined in conjunction with the Development Director. ORGANIZATIONAL RELATIONSHIPS VA operates under a collaborative, matrix management model. The Events Manager is supervised by the Development Director (or his/her designee), coordinates his/her activities with other Directors (Marketing and Corporate Services) or their designated staff, and interacts daily with a range of members of the VA team. Each VA team member establishes work priorities and ensures that their individual activities are continuing within the context of an established schedule and budget. REPORTS TO: SUPERVISES: PRIMARY WORKING RELATIONSHIPS: TRAVEL REQUIRED: JOB LOCATION: DURATION: • • • • • • • • Development Director or a designee with specific areas of oversight from the Development Director & Corporate Services Director None at this time Directors of Development, Marketing and Corporate Services Account Managers Communications Manager Online & Social Media Managers Web Manager Vendors Donors Yes – Approx. 20% of time Vitamin Angels office, Santa Barbara, CA Full-time CHALLENGES OF THE POSITION The challenge to the individual holding the Events Manager position is functioning in an environment characterized by growth and transition. On an ongoing basis, the main challenge to the Events Manager is an ability to thrive in an environment that requires significant self-initiative, anticipate project needs, manage multiple projects at once, and collaborate among many team members both internal and external to VA. 3