[ref. s65743921] Manager - conferences and events

Overview:

This staff member will organize and implement internal and external meeting resources, including venues, vendors, and online event tools to create a seamless, professional experience for event hosts, participants, and support teams. The incumbent will require flexibility in work hours and frequent presence at meeting locations.

**This is a hybrid position with an expectation of being on-site in Baltimore 2 days per week at a minimum, and additional days added as event support requires.

Responsibilities:

1. Oversee and coordinate the planning, execution, and overall logistics for onsite conferences, trainings, workshops, meetings, and virtual events across the full event lifecycle, from pre-event preparation to post-event wrap-up, while ensuring compliance with all health, safety, and accessibility protocols.
2. Maintain and update the event database containing all relevant event planning information, documenting event scope and timelines and tracking communications, progress, and deadlines.
3. Serve as primary host and resource for Arnold J. Capute Conference Center, 801 N. Broadway Room 202, and 707 N. Broadway Rooms 510 and 555. Establish, update, and communicate guidelines regarding room options, use, safety, and etiquette and maintain policies and procedures for requesting new onsite or virtual events.
4. Gather information to determine event scope and requirements to identify budgets, estimate costs, and develop schedules and assignments for events. Manage internal and external vendors. Facilitate contracts and process event-related invoices and payments.
5. Coordinate invitation, registration, attendee lists, attendee tracking, correspondence, presentation assets, and printed materials in collaboration with Philanthropy and Marketing & Communications colleagues.
6. Assist and support event hosts in developing the event agenda, program, or run of the show as needed. Communicate hosts’ needs and execute or delegate event and room preparation in concert with the audiovisual team, facilities, environmental services, security, and catering.
7. Serve as continuing education credit liaison with accrediting resources.
8. Coordinate with the Institute audiovisual team to ensure that audiovisual needs are met for presentations and meetings, including set-up, testing, and training. Serve as on-site and virtual event A/V backup as needed. Conduct and participate in rehearsals.
9. Set up and maintain virtual meetings, and advise event support teams and event hosts on best practices for onsite, virtual, and hybrid meetings. Host, record, and distribute virtual event links for multiple departments. Follow up to gather post-event evaluations and feedback. Ensure appropriate distribution and posting of event recordings and materials.
10. Oversee the editing of webinars (e.g., Autism Miniseries) using either internal or external resources.
11. Conduct ongoing research and management of new software options, particularly for larger conferences. Lead discussions with departments to ensure all building conference rooms are equipped with updated technology and software. Collaborate with IS to determine needs and implement conference room updates.
12. Monthly training of new staff and current staff updates. Keep backup event staff apprised of updates to processes.
13. Anticipate and resolve issues or problems before and during the event in an efficient and effective manner, verifying the successful execution of event details to ensure host and attendee satisfaction.
14. Collaborate with Events team colleagues in managing shared tools and resources, such as event planning templates and approved vendors. Work with Philanthropy colleagues to coordinate the fundraising components of Conference Center events when applicable.
15. Assist with communications and promotion of event activities by coordinating with programs and departments and with the appropriate Marketing, Communications, and Public Relations department staff. Identify opportunities to cross-promote future events to audiences of registrants and attendees of prior, related events and plan promotions to those participants to boost awareness and attendance at future events.
16. Support the development of event marketing campaigns, including content, template designs, and calls-to-action and registration tracking and measurement; coordinate other communications needs such as presentations, signage, brochures, and trade show collateral as needed.
17. Manage the Institute-wide use of event management software used for listing events and handling event registration. Ensure the calendar is an up-to-date and comprehensive listing of all interdepartmental and public events at the Institute. Coordinate with event software vendors and contractors. Train individuals within programs that regularly host events to manage their own postings.

Qualifications:

QUALIFICATIONS: Certified Meeting Professional (CMP) certification is preferred.

• Associate’s degree required, preferably in marketing, business, hospitality, information systems, communications, or event management.
• Bachelor’s degree preferred.

Must have at least four years of previous event/administrative/hospitality planning or equivalent experience. Previous experience in conference and event coordination is required.

Minimum pay range: USD $56,157.50/Yr.

Maximum pay range: USD $97,597.76/Yr.