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Event Manager

1 month ago

Ellicott City, United States Eighth Square LLC Full time
Job DescriptionJob DescriptionBenefits:
  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Company Overview

Eighth Square, LLC is a full-service high-end woman-owned logistics start-up firm that specializes in providing customer strategy, event coordination and marketing solutions.

Based in Maryland we have experts around the country supporting private industry, non-profit, Federal, and State clients. We pride ourselves on our commitment to provide our clients with first class services and solutions to exceed their every expectation.

About the Job

The ideal candidate will have the ability to juggle multiple clients and deliverables while ensuring detailed organization and required project guidelines. This project supports government and corporate projects and requires experience coordinating and managing client needs including planning, reporting, execution and record keeping. Interactions will be required via phone, virtual video and in-person with clients, grantees and stakeholders. Our company environment is highly collaborative and is extremely fast paced executing multiple tasks simultaneously. We try out new ideas constantly, learn from them and fine tune until we get it perfect for every client. You will be a critical part in bringing Eighth Square and clients to the next level in this position.

Responsibilities


Project Management


  • Oversee the timely development and execution of tasks, deliverables, and projects to assure requirements and relevance
  • Provide support and regular updates to clients in the completion of project tasks and deliverables
  • Day to day oversight and allocation coordination of project tasks and team members
  • Research and compile data to prepare internal and external project documents including comparison charts, weekly updates, flow charts, agendas, presentations, and tracking maps
  • Quality Assurance of documents and data in prep for client review
  • Create and maintain timetables and project maps based on internal and external deliverables
  • Schedule meetings and appointments based on team schedule
  • Attend meetings and visit project sites as needed to review projects and meet with clients
  • Manage and ensure full compliance with all contract requirements, schedules and provisions.
  • Maintain various project logs and project files, using proper naming conventions, and ensuring all pertinent data is current
  • Proactively analyze and improve processes
  • Assist in the preparation of written communications in the form of emails and documents to the client, subcontractors or suppliers
  • Maintain client and vendor contacts, records and other documentation to include access to confidential information
Event Management


Oversee and execute pre-event planning including registration, material development, vendor outreach, BEOs, run-of-show, set-up and overall event experience with purpose to deliver "best in class" event experiences
Lead or support day-of execution, including coordination with team/vendors, last minute logistical needs, ensuring effective set-up/execution of event and providing course correcting instructions/directions, when needed
  • Liaison with the venue, A/V, transportation to ensure all requirements and information for each event
  • Prepare event budgets and ensure tracking and logs of all expenses in prep for final submissions and reports
  • Conduct sponsor/donor outreach and coordinate management of sponsors and VIPs
  • Book travel and accommodations, create and submit expense reports for travelers
  • Track and order supplies and ensure all onsite materials are prepared, packed and shipped for onsite requirements
  • Assist with materials development including coordination of committees or client requests related to agenda or program development
  • Assist with onsite prep and logistics for meetings and events onsite travel is required and may be to remote continental locations
  • Other project support duties as assigned
Records and Documentation


  • Accurately review and finalize minutes from teleconferences and in-person meetings
  • Maintain various project logs and project files, using proper naming conventions, and ensuring all pertinent data is current
  • Assist with database and records updates on an ongoing basis
  • Research and compile data to prepare internal and external project documents including project logs, comparison charts, weekly updates, flow charts, agendas, presentations, and tracking maps
  • Quality Assurance of documents and data in prep for Project Director review
Qualifications


  • Minimum 5 years of experience in event management
  • Direct experience managing team member allocations and tasks (virtual and in-person)
  • Knowledge of government contracting
  • Ability to travel (estimated 6-8x per year)
  • Ability to work on multiple projects and deliverables simultaneously
  • Ability to interact in a professional manner with clients and VIPs to ensure deliverables and solutions are provided for each project, event or task
  • A doer and a driver; this role is part of a hands on, roll up your sleeves and ego free environment
  • Demonstrated talent for abstract thinking, spotting trends and patterns, an innate curiosity and insight into human behavior, and an instinct for innovation is critical
  • Ability to grasp new concepts quickly and integrate into day-to-day tasks
  • Strong attention to detail and highly organized
  • Ability to work under pressure with quick turnaround.
  • Exceptional organizational skills and attention to detail
  • Friendly and professional demeanor
  • Willingness to be flexible in working late and working at offsite events
  • Flexible with change and able to shift gears quickly

This is a remote position.