Event Manager - Washington, United States - National Congress of American Indians

    National Congress of American Indians
    National Congress of American Indians Washington, United States

    1 month ago

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    Description
    Job Summary:

    The Event Manager will assess NCAI's needs and requirements for a variety of meetings, conventions, and events, and make all arrangements necessary to execute the NCAI desired vision and goal.

    *This job description does not represent an inclusive list of all duties encompassed in this position.

    Duties/Responsibilities:
    • Consults with departments to assess and understand their needs for the event; areas of discussion and consultation include staffing, meeting rooms, convention halls, ballrooms, hospitality suites, hotel rooms, catering, signage, programs, music, security, display areas, and other specialized requirements.
    • Coordinates overall events schedule and maintains/updates applicable RFPs for venues and contracted ancillary services.
    • Compiles a short list of prospective event locations; completes site visits with selected team and provides guidance on the final selection.
    • Compiles price lists and negotiates contracts for services, dates, times, and spaces.
    • Consults with contractors and coordinates with staff to plan and develop event schedule, topics, and featured speakers.
    • Ensures that events meet legal, safety, and health requirements and regulations; obtains necessary permits from fire and health departments.
    • Coordinates transportation for guests, attendees, speakers, or other parties.
    • Coordinates registration process for event participants.
    • Manages all administrative duties and details associated with the event including financial operations, distribution of promotional materials, and responding to inquiries.
    • Develops and maintains current lists of available venues and services, and pricing options.
    • Develop and expand vendor relationships and contacts.
    • Provide weekly status reports and coordinates monthly expenses forecasts with the Finance and shares with other team members or partners where relevant.
    • Define NCAI event planning goals to identify registration details set up for both in-person and virtual conferences, meetings, and events.
    • Manage set-up and oversight of events management systems and virtual platforms and all related logistics.
    • Work with local tribal planning committees to coordinate local events, volunteer, and sponsorship efforts prior to each conference.
    • Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
    • Performs other related duties as assigned.
    Minimum Qualifications:
    • Bachelor's degree in hospitality, Meeting, and Event Planning or related field preferred.
    • Minimum of five years of experience in large event planning required.
    • Events Planning certification preferred.
    • BackgroundorexperienceinNativeAmericanAffairsorNativeorganizations
    • Remoteworkexperience
    • Successfulcompletionofbackground
    Required Knowledge/Skills/Abilities:
    • Strong project management skills with ability to manage several projects at one time, which will be at different stages of their development, effectively prioritizing the projects, within an established planning schedule, to ensure that each event and/or conference is brought in on time and at budget.
    • Excellent verbal and written communication skills.
    • Excellent interpersonal, negotiation, and conflict resolution.
    • Excellent organizational skills and attention to detail.
    • Excellent time management skills with a proven ability to meet deadlines.
    • Strong analytical and problem-solving skills.
    • Ability to analyze situations and recommend and adopt related appropriate courses of action.
    • Ability to make well-reasoned and confident decisions and exercise independent judgement.
    • Ability to prioritize tasks and to delegate them when appropriate.
    • Ability to act with integrity, professionalism, and confidentiality.
    • Proficiency with Google Workspace, Paychex, Slack or related software.
    Working Conditions & Physical Demands:
    • Typical business office setting with moderate noise level.
    • Non-office environment may be encountered for offsite presentations and support of company activities.
    • Must be able to sit for work at a computer for more than 6 hours per day.
    • Must be able to use hands for dexterity of motion and reach with hands and arms. Extensive use of computer keyboards.
    • Occasionally required to stand and walk for long periods of time during events.
    • Frequently required to talk and hear.
    • Must have ability to occasionally lift 25+ lbs.
    • Must be able to travel and work a variety of hours to accommodate events.
    Supervisory Responsibilities:
    • Hires, trains, manages and schedules event volunteers and support staff/contractors

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