Conference-Event Manager I

Classification Title:

Conference-Event Manager I

Job Description:

• Works closely with the Associate Director, Director, and other Hamilton Center senior leadership, to plan, organize and execute varying events.

• Serves as primary point of contact for senior scholars, policy professionals, authors, and other eminent public figures who will be visiting campus as guest speakers.

• Initiates contact, and manages communication with, relevant organizations, other campus organizations, and/or private groups/individuals, regarding event possibilities for the Hamilton Center such as guest speakers, educational tours, seminars, conferences, meetings, etc.

• Manages travel bookings and creates and manages itineraries for visiting guest speakers and conference participants. Manages payment of speaker honoraria and travel expense reimbursements.

• Researches and arranges appropriate facilities or venues and develops event floorplans, curates catering menus, selects vendors, arranges transportation, ensures audio-visual equipment or IT needs, determines décor, and handles all other relevant event logistics.

• Develops partnerships with other organizations in the United States and internationally, including other universities, think-tanks, research and policy organizations, for purposes of collaborations and joint events held in other cities and countries.

• Coordinates event staffing, set-up, and provides on-site assistance at all events; assures all arrangements are being conducted according to plan and ensures satisfaction of participants; handles clean-up of event. This will require occasional evening and/or weekend hours worked.

• Oversees event volunteers and student workers who will assist with large events or VIP guest speakers.

• Researches and arranges travel and transportation, tours, and supplementary activities for guests of conferences and events.

• Monitors expenses to ensure events stay within budget.

• Creates a multi-media communications plan in collaboration with the Hamilton Center Marketing and Communications Specialist, for advertisement of events, such as invitation mailers, fliers, social media posts, and other promotional materials and methods of delivery; actively promotes events taking place for the Hamilton Center and recruits attendees.

• Tracks RSVPs for events.

• Resolves any problems or issues that arise during events.

• Responsible for ensuring that all programs, activities, and services comply with university, state, and federal guidelines and regulations.

• Collaborates with the fiscal team to prepare and submit event-specific invoices, and process payments with cash/check, and/or online and credit card payments (Pcard).

• Maintains a detailed electronic database of event finances.

• Assists with annual budget planning and preparation.

• Establishes performance goals and measures to evaluate the success of Hamilton Center events.

• Provides clerical and administrative support, regarding the implementation of all events, as assigned by or needed for the Hamilton Center senior leadership team.

• Implements and maintains an electronic system for archiving event files.

• Oversees inventory of internal event supplies and orders items as needed.

• Maintains roster of event attendees and coordinates with Marketing and Communications Specialist on maintaining and expanding mailing list.

• Provides event updates to Hamilton Center staff involved in relevant department services and programs.

• Participates in recommending, interpreting, and implementing policies and procedures for the Hamilton Center.