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Event Manager

3 months ago

SaintBauzilledePutois, Occitanie, United States Greater Sarasota Chamber of Commerce Full time

SUMMARY:


Oversee and implement Chamber events to ensure the delivery of excellent service to members, potential members, volunteers, and other visitors.

Ensure the provision of quality benefits and services to members.

Help to increase awareness of the Chamber and its mission and increase the organization's positive image in the community by performing the following duties personally or by collaborating with Chamber staff.


TEAM VALUES:

  • Model collaborative behavior.
  • Own your work with integrity.
  • Create meaningful relationships.
  • Lead where you are.
  • Be a continuous learner.

KEY RESPONSIBILITIES

  • Coordinate Annual Events (Monthly)
  • Coordinate Ribbon Cuttings: (2-10 a month)
  • Coordinate Premier Investor Receptions and Lunches, (Monthly)
  • Coordinate State of the Community Lunch Series (4-5 a year)
Annual Event and State of

Community Duties:

  • Create and submit RFPs to Sarasota Chamber Venues to collect enough information to select the best opportunity for the event, and also check that it does not interfere with the dates of our competitors (VSC, EDC Sarasota, EDC Manatee, LWRBA, MCC)
  • Create checklists, agenda's, and registration lists for each event to ensure no details are missed and that event success is measured with the complete event surveys.
  • Coordinate important communication details to the communications team in order to promote the events, create collateral, programs, sponsorships, etc.
  • Work alongside the President & Vice President to go over key details about the event, such as speakers, budget, selecting locations
  • Create and update Annual Events P&L's weekly to ensure the budget is being met
  • Review and follow up on outstanding balances from events to ensure all invoices are paid for before event drill-down meetings
  • Reach out to previous year's sponsors to offer first right of refusal. When spots open up, communicate with VP to initiate reach out's to fill those open sponsorships
  • Share the event agenda with speakers, and sponsors involved in the event
  • Post event in the Master Calendar, Boardroom, Workspace, and Conference Rooms on large event days
  • Communicate staff schedule with the team in a timely manner

Premier Investor Duties:

  • Research Premier Investor Members (Pull Active List) and refer to previous year's venues to not repeat
  • Review/Site with potential Premier Investor space to ensure they can accommodate 30-60 guests
  • Share agreement with the venue and ensure they understand the requirements to be a host
  • Follow up with venue, and offer assistance as needed
  • Setup and Teardown event (- 6:30 pm) or Lunch 11:30-1:00 PM

Ribbon Cutting Duties:

  • Collect submissions via email from the online submission on the Chamber Website
  • Check the date and time and ensure it is within (Mon-Fri, Business Hours)
If not, offer the rental of scissors and a ribbon

  • Submit Ribbon Cutting in the Master Calendar, adding in Communications, Membership, Events, VP, and President when applicable and typing in who will be attending within the body of the email along with the full request.
  • Submit the Community Calendar for the Ribbon-Cutting
  • Send a confirmation email to Members to confirm the date and time
  • Send a reminder confirmation a week out to member
  • Send a thank you email with images from the ribbon-cutting
  • Complete the activity in Atlas on who attended

REQUIREMENTS:

  • Minimum of a High School Diploma; four year Business College degree preferred, plus 3-5 years of related work experience or equivalent combination of education and experience.
  • Proficient in Microsoft Office.
  • Excellent email and Internet communication skills.
  • Strong business and writing capabilities, including proficiency in proofreading and editing.
  • Strong interpersonal and communication skills (written and oral)
  • Able to work effectively with members, volunteers, and the public.
  • Able to work under pressure; good attention to detail.
  • Able to handle crisis situations and manage multiple tasks in a timely manner.

TOOLS OR EQUIPMENT TO BE USED:

  • PC terminal
  • Telephone, fax machine, copier, calculator, etc.

Microsoft software:
Word, Excel, Power Point, etc.

  • Atlas Association Management Software
  • Merchant Service/Credit Card Machine (Clover)

COMPETENCIES:

  • Strong communication (oral and written) skills
  • Planning and organization skills
  • Judgment and decision-making skills
  • Strong interpersonal skills
  • Time management skills
  • Ability to prioritize
  • Accuracy and neatness
  • Team-oriented
  • Dependable
  • Able to work under pressure, and on multiple projects, with good attention to detail.

PHYSICAL DEMANDS:


The physical demands described here are representative of those that must be met by an employee to successfully perform the core duties and responsibilities of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the core duties and responsibilities of this job.


The employee is required to work in an office setting, sitting for hours at a time, answering the telephone, and communicating effectively and efficiently with internal and external colleagues and members.

The employee is occasionally required to walk and stand and travel by car. The employee is occasionally required to lift to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Flexible to work occasional evenings and early mornings as required.

Qualified individuals with disabilities may request reasonable accommodation.

Upon receipt of an accommodation request, a representative from the Chamber will meet with the requesting individual to discuss and identify the precise limitations resulting from the disability and the potential accommodation that the Chamber might make to help overcome those limitations.


The Chamber, in conjunction with a medical review officer and, if necessary, appropriate management representatives identified as needing to know, will determine the feasibility of the requested accommodation, considering various factors, including, but not limited to, the nature and cost of the accommodation, the availability of tax credits and deductions, outside funding, the facilities overall financial resources and organization, and the accommodation's impact on the operation of the facility, including its impact on the ability of other employees to perform their duties and on the facilities ability to conduct business.

The Chamber will inform the employee of its decision on the accommodation request or how to make the accommodation.

WORK ENVIRONMENT:


This position is located at the Chamber building at 1945 Fruitville Road, Sarasota, Florida 34236.The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is usually moderate.

The employee is frequently exposed to outdoor weather conditions, and occasionally exposed to wet or humid conditions (non-weather) and work near moving mechanical parts.


BEHAVIOR :

The position requires a flexible, diplomatic person who possesses excellent communication skills, and is poised, responsible, pleasant, and professional.

Salary is depending on experience

Job Type:
Full-time

Benefits:

401(k)

Dental insurance

Flexible schedule

Health insurance

Paid time off

Vision insurance

Schedule:
Monday to Friday

Ability to Relocate:

Sarasota, FL 34236:
Relocate before starting work (Required)

Work Location:
In person

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