Event/Outreach Manager
Position Details: Full-time position
Reports to: Executive Director
General Overview:
The Shared-Use Mobility Center (SUMC) is a non-profit organization that works in the public interest to foster collaboration in shared mobility (including bikesharing, carsharing, ridesharing and more) and helps connect the growing industry with transit agencies, cities and communities across the US. Through piloting programs, conducting new research and providing advice and expertise to cities and regions, SUMC hopes to extend the benefits of shared mobility to all.
Position Overview:
The Event Manager is a mid-level experienced FLSA exempt position with responsibility of event management and outreach including providing assistance to the Executive Director in supporting her public speaking obligations to national and international organizations.
The position requires management-level experience in planning events and conferences for professionals. A developing knowledge-base about the role of public transit in shared-mobility, the market of shared-mobility providers and subsidiary industries, technology serving shared-mobility providers and users, and public and governmental interest in all forms of shared mobility. The work involves collaboration with event managers, event venues and vendors, event program committees, program chairs, and sponsor representatives. The job also is one that requires management of event budgets including the judgement to make decisions that keep the event expenditures within the adopted event budget.
Responsibilities:
- Project Management, Project Work and Project Outcomes
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- Overall management of a large conference (interfacing with an event planning company) including logistics, venue management, and program management
- Oversee the contract for the event manager hired to work on all the logistics of the Summit venue such as meeting rooms, food and beverage, guest room blocks, audio-visual sub-contract, parking, hotel wayfinding signage
- Development of the Summit and other event Program; i.e. program, host, and volunteers and related committees; ideating session topics and titles
- Securing commitments of speakers and writing speaker agreements
- Keeping a multitude of schedules for various event workflows
- Securing off-site venues for VIP functions
- Applying sponsorship donations to swag purchase
- Staff logistics for all phases of the event
- Event Marketing
- Managing schedule of marketing messages to produce event registrations
- Working with the communications director to announce and promote event program and speakers through various media, social media, and professional publications
- Developing tools, programs, and plans to track progress and coordinate internal resources to complete tasks
- Event Donation and Development
- Work closely with the Development Manager to secure Trade Ally and Sponsorship and other donations to reach donation and sponsorship funding goals
- Solicit sponsorships for receptions, swag bags and swag, program printing, event breaks, etc.
- Assist in the identification of new sources of donation and sponsorship
- Fiscal Management
- Create event budgets, monitor and manage event expenditures to keep within budget
- Establish fee- tiers for events and programs
- Manage the release of funds from third-party event software
- Generating fundraising, marketing, and event management reports after the Summit.
- Manage the purchase and reimbursement of travel and accommodation purchases for the Executive Director
- Communication in Business Relationships
- Communicating with all event vendors, contractors, and sponsors all levels in written and verbal modes
- Understand the procurement process, keep appropriate records, and generate correspondence to vendors and sponsors
- Developing and maintaining relationships with individuals in sponsoring and granting department of shared-mobility and related industries
- Utilize a customer relationship management (CRM) system to update and expand SUMC’s contact database.
- Assistance to the Executive Director in Various Tasks
- Preparation of the Director’s presentations for speaking engagements
- Keeping the Director’s travel calendar and screening request for speaking invitations
- Other duties as assigned by the Executive Director
- Knowledge of Transportation and Mobility Planning in the United States
- Maintaining a current knowledge of shared-mobility through ongoing self-education
- Develop comprehensive knowledge of the purchasers and providers of shared-mobility: transit agencies, transportation network companies (TNC) and mobility service providers (MSP)
Qualifications:
- Experience
- Minimum of two years of project associate and/or project management experience in event planning; 5 years of experience is preferred
- Some experience in assisting an administrator with calendar and travel arrangements and reimbursements
- Preferred: Prior job(s) in the public, nonprofit, or consulting sector(s); outreach or customer service experience; grant writing; customer service
- Skills
- Competent use of common office software for production of written communication: E.g. Microsoft Office, Google Office
- Competent use of a customer relationship management system
- Time management techniques, skills, and software (e.g. Basecamp)
- Competent and professionally appropriate use of grammar and social media
- Highly comfortable managing multiple tasks simultaneously
- Preparation of presentations with use of presentation software
- Write concise and grammatically correct reports, letters, proposals, and scopes of work
- Comfortable reading and editing contracts
- Purchasing protocols
- Abilities
- Highly organized with strong attention to detail
- Prefers to multi-task
- Ability to communicate with business representatives at all levels in written and oral modes
- Formulate creative solutions
- Responsible in fiscal matters
- Can behave to protect confidentiality
- Specialized knowledge
- Event planning, marketing, and implementation
- Program and project management
- Customer relationship management
- Fundraising and sponsorship
- Working and developing event programs and budgets
- Volunteer management and volunteer programming
- What constitutes shared-mobility and how it is implemented in various countries, states and cities
Anti-Discrimination Policy:
SUMC is an Equal Opportunity Employer. Employment opportunities at SUMC are based upon one’s qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, religion, sex, pregnancy, childbirth or related medical conditions, national origin, age, veteran status, disability, genetic information, or any other characteristic protected by law.
How to Apply:
Submission Deadline: Open until filled
Email: resume and cover letter to: careers@sharedusemobilitycenter.org
No phone calls please.
Salary: Dependent on qualifications and experience
Benefits: Medical, dental, vision, transit, life insurance, 401k
Professional Level: Rising-managerial; FLSA “Exempt”
Minimum Education Required: B.A or B.S degree; advanced degree preferred
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