Manager, Event Services

Position description

Facing History & Ourselves is a global education non-profit organization that challenges teachers and students to use lessons of history to stand up to racism, antisemitism, and other forms of bigotry and hate.

The Manager, Event Services, is responsible for supporting the logistical planning, detailing and execution of up to a dozen events annually ranging from small stewardship events to large scale signature fundraisers. Under the direction of the Senior Director, Event Strategy & Operations, and as part of a 5 person team, the Manager will support organizational processes, protocols, and standards for assigned events. This role requires a depth of understanding regarding industry and internal standards as applies to all facets of event management and event logistical operations.

It is the expectation for all members of the HQ Events Team that in-person, on-site events work will be expected and assigned to staff on a case by case basis. Some travel will be required.

Who You Are:

You are an exceptionally intuitive and proactive event manager. You excel at juggling multiple priorities and feel successful doing both collaborative and independent work. You are organized, detail-oriented, goal oriented and decisive. You are confident in your abilities to communicate clearly and get clarity when needed. You have the capacity to solve problems, exhibit grace under pressure, and support others in adapting to changes in direction and priorities. You are adaptive to multiple communication styles, and can easily distill and synthesize verbal directions and can recall previously discussed details with ease. Most of all you are passionate about creating impactful and inspiring best in class events that further the mission and drive funding for Facing History and Ourselves.

Who We Are:

The Events Team supports colleagues in seven US regions and coordinates cross-functional work with various teams across the organization. We are creative, collaborative and professional event managers and event marketers. We are highly customer and client driven and we seek to ensure that our cross-functional event planning process is effective, efficient and inclusive of all constituents’ voices and input. We depend on clear communication, commitment to each other as a team, positive energy, and a collaborative spirit.

Specific Responsibilities Include:

Direct Logistical Event Services Support (60%)

• Under the direction of the Senior Director manage and advise on best practices and/or team and industry standards regarding logistical event plans when designated Event Manager for particular regional or org-wide events. This work includes but is not limited to
  • Capacity to reasonably assess event needs, logistical implications and resulting venue and vendor requirements
  • Support venue and vendor researching and sourcing including coordinating requests for proposals and preparing comprehensive expense estimates for comparison
  • Manage and provide adept support for contract negotiation and facilitation of internal contract review process
  • Develop recommendations on catering arrangements, room layouts, staging and a/v set-ups, staffing plans and timelines
  • Support detailing phase of event life cycle by coordinating change orders with vendors and scheduling and leading final prep calls and run throughs
• Manages daily communication with regional partners, coordinating teams and external vendors or partners.
• Build and maintain all work plans and lists in Click Up (PM Platform.)
  • Develop and monitor timelines, taking on required work to advance or support the advancement of all planning and promotional activities
  • Actively initiate steps to advance or unblock at risk or overdue tasks, possessing capacity for discerning assessment of work plan progress and escalating for support effectively

Manage Events Team Operational Processes + Cross-Functional Work (40%)

• Maintain Facing History’s Speaker Care Handbook, promoting its best practices, policies, and procedures.
• Support speaker outreach and contract negotiations as assigned, including drafting copy for speaking invitations, completing firm offer forms and coordination of communication with speakers/speaker representatives.
• Assist the Senior Director with meeting management of the org-wide Speakers Governing Body, a cohort of leadership decision makers. Prepare meeting agendas, produce meeting minutes and develop draft documentation regarding co-horts processes.
• Uphold and support additional Team Standard Operating Procedures including but not limited to the Events Team Intake Process, Org-Wide Calendar Standards, Budget Management, Finance and Contracting best practices and Standards for Event Photography and Security.

Knowledge and Skills:

Facing History understands that restrictive job requirements may exclude historically marginalized groups from applying to jobs for which they are qualified. We take an equitable and holistic screening approach. If you feel you have demonstrated experience and expertise relevant to perform this role, please don’t hesitate to apply!

• Bachelor’s Degree preferably in hospitality administration, communications, business or a directly related field
• Minimum of 3 years of event management experience in a non-profit, corporate, conference or hotel environment
• Possess working knowledge of event management principles and demonstrated experience coordinating food and beverage plans, audio visual orders, rental and floral vendors and with venues of varying capacities.
• Strong interpersonal skills and maturity that engenders trust and confidence in internal and external partners that reflects positively on Facing History and Ourselves
• Disciplined self-starter with experience managing multiple stakeholders and projects simultaneously
• Ability to multitask and be flexible while showing attention to detail
• Proficiency with Google Office suite, Slack and ClickUp (or similar Project Management Platform). Experience with Salesforce a plus.
• Genuine commitment to the mission of Facing History and Ourselves and ability to articulate the importance of the organization’s work.

Benefits Summary: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical with a fully employer-sponsored health reimbursement account (HRA), dental, vision, life & AD&D, long-term & short-term disability insurance, 403(B) retirement plan with a discretionary organizational contribution, generous paid time off, an employee assistance program, travel assistance plan, pre-tax commuter spending accounts, flexible spending accounts, voluntary Colonial Life group plans, robust wellness programs through aHealthyMe, an employee discounted marketplace through BenefitHub, weekly virtual yoga and meditation, 403(B) advisement, and a friendly work environment.

Facing History values a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. We are an Equal Employment Opportunity Employer.

Facing History’s Commitment to Diversity, Equity and Inclusion. At Facing History, we honor and value the uniqueness of each and every human being. Our strength as an organization that provides and distributes educational content and pedagogy to teachers across the globe is directly tied to our diversity of staff, leadership, educators, students, scholars, and volunteers. Our commitment is to treat individuals with dignity and to build and maintain a community of full participation, inclusive of the voices, needs, and contributions of all. As an organization, we are deeply aware of the legacies of injustices that persist in society and in the workplace, and we value and promote diversity, equity, and inclusion in their association with excellence.

Remote-first/Hybrid Work Model (US Home Based): Facing History and Ourselves operates in a remote-first/hybrid work model, allowing staff flexibility in both schedules and work locations. This particular position is home-based. Some travel is required.

*We strive to offer competitive salaries commensurate with experience in a similar position. New hires are typically brought into the organization at a salary range between the minimum and midpoint depending on experience and in alignment with internal parity.

Application instructions

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