Special Events Manager
The Silicon Valley Leadership Group is a 501 c6, public policy trade association that advocates at the local, state and federal government level for policies to make Silicon Valley a better place to live, work and innovate. It has nearly 400-member companies.
The Special Events Manager is a key member of the Leadership Group team and is responsible for leading and managing high level event logistics and ensuring deadlines and budgets are met. Events range from 20-person small executive meetings to board meetings to 1500-person banquet luncheons. Many of the events are critical components of the organization’s budget. The Special Events Manger is responsible for managing events, driving event sales, ensuring deadlines are met and making sure budgets are adhered to. This person also directs coordination of all activities to prepare for the event. The Special Events Manager reports to the Senior Vice President, Communications and Marketing.
The primary duties of this role include:
- Developing budgets for each event and clearly communicating budget goals, expectations, revenue, expenses, etc. in meetings;
- Securing event space including assessment of event layout, parking, audio/visual capacity analysis, catering and pricing;
- Coordinate all Food & Beverage (F&B) for events, recommend and select menus for events, liaison with Catering
- Managers and F&B Directors at venue, manage guarantees;
- Tracking multi-level sponsorship information for each event, often simultaneously with other events; assist with fundraising, under the direction of the President & CEO;
- Draft and deploy event marketing e-blasts and mass emails using Eventbrite, Vertical Response, and Google mail merge, email and other resources as identified;
- Collaborate with Communication team on development of banners, signage, table cards including exhibit tables;
- Coordinate outreach to prospective speakers to share logistical informational, planning, registrations, speaker information, etc.;
- Direct and manage volunteer committees, both pre-event and on-site;
- Independently set-up and direct planning meetings, venue site walks and debriefs;
- Deliver project deliverables on-time, on-budget and to leadership expectations;
- Communication with sponsors, hosts, vendors and attendees regarding event details;
- Coordinate with Creative Director on all printed collateral;
- Conduct venue final settlements and reconcile all event billing;
- And other duties as assigned.
Administrative duties of this role include, but are not limited to:
- Manage pre-event and onsite registration;
- Manage and supervise projected program cost analysis, event budgets, checklists, marketing, ticket sales for $300,000-$500,000+;
- Update and maintain the internal and publically visible events calendars, including calendar on organizational website in conjunction with Office Manager;
- Manage and track transparent event information and sponsorships on various spreadsheets;
- Input and maintain data in Salesforce CRM database;
- Assess and maintain event inventory and manage special event orders such as giveaways, awards, specialty items and equipment;
- Collaborate with organizational staff in using Salesforce to track company and executive engagement;
- Support other policy areas with their events as assigned by Leadership;
- Personally attend and provide management of assigned, scheduled day-of events;
- Creates name tags and placards for meetings and events;
- Manage and confirm logistics such as catering, rentals, A/V, exhibitors, volunteers, etc.;
- Other related duties as applicable.
This is a multifaceted role, and as such, the Special Events Manager must be agile enough to quickly switch gears among projects at varying stages of completion while also providing as-needed event support to all Leadership Group colleagues and policy-related events.
This role requires:
- Attention to detail, neatness and punctuality and strong emotional intelligence
- Strong skills in program management, planning, detailed program budgets, third party relationships, meeting execution, contract negotiations
- Excellent organization and project management skills, problem solving and ability to manage and keep clear, concise, accurate reports and records
- A positive attitude, energy and the desire to learn and contribute to a dynamic organization
- Ability to establish and maintain effective working relationships with member organizations, vendors, internal and external clients
- Collaboration with C-suite executives, volunteers and internal/external staff in a professional, courteous manner to conceptualize events, solicit event history and logistical details and feedback
- Strong oral and written communications skills
- Keen understanding and experience with word processing and spreadsheet functions – we currently use: Google Docs, Microsoft products, Salesforce.com, Vertical Response, Eventbrite, SurveyMonkey;
- Understanding of safety and fire department regulations as related to public assembly facilities;
- Occasional irregular early morning and evening meeting availability.
- College degree and minimum of five years experience in fundraising and managing large events; OR a minimum of seven years experience in fundraising and managing large events
- Ability to sit, stand and walk for extended lengths of time; lift and transport; squatting ; able to climb stairs; visually inspect equipment & room setups; verbally communicate with staff and contractors; operating a motor vehicle, mobile phone, land-line and two-way radio, computer and/or laptop;
- Possess a valid driver’s license ;
- English language proficiency, both spoken and written;
- Able to simultaneously coordinate multiple events at the same time.
This position is a great opportunity to build relationships with Silicon Valley leaders, including innovation industry executives, elected officials and non-profit leaders. We are a hands-on team, and as such, we are looking for someone with the following qualities:
- Events MacGyver – someone who can find solutions with limited resources
- Exhibits an initiative to share recommendations and new ideas for productive event marketing and design
- Special event/related background and experience
- Volunteer management background
- CRM enthusiast – specifically Salesforce, but other CRM experience is acceptable
- Strong in Microsoft Office – specifically data analysis in Excel, advanced formatting in Word, power point presentations, and perform custom mail merges for letters and name tags
- Must be able to professionally and positively manage horizontally and vertically in the organization
- Project management experience preferred but not necessary
- From time-to-time, get down in the trenches and get your hands dirty
Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time.
Competitive non-profit organization salary and benefits with health care (employee contribution); dental, 401(k) plan.
To apply for this job, please submit by FRIDAY, January 6th your resume and cover letter to firstname.lastname@example.org. In the subject line of the email put: Special Events Manager. The position will be open until filled.
Silicon Valley Leadership Group is an Equal Opportunity Employer