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Manager, Event Services

4 months ago

Chicago, United States YMCA of the USA Full time

Job Description

Job Description

GENERAL FUNCTIONS The role is primarily responsible for the standard pre-event and on-site event planning functions for in-person meetings and conferences including but not limited to supporting sourcing, contracting, pre-event logistics, housing, cultivating relations with hospitality partners and onsite execution in partnership with event owners and Senior Managers. This position will also participate in the planning and execution of hybrid and virtual events as assigned. This role is responsible for fostering positive, collaborative partnerships with event owners, department sponsors and third-party hospitality representatives. KNOWLEDGE, SKILLS AND ABILITIES • Bachelor’s degree or equivalent experience required. • Minimum of 5 years as a meeting planner handling logistical and housing planning for conferences with at least 300 attendees is required. • Hotel sourcing/contract negotiations experience preferred. • Experience managing Association events is preferred. • Experience managing sport competitions is a plus. • Certified Meeting Professional (CMP) designation preferred; in lieu of designation, proven, in-depth knowledge of hospitality industry is required. • Must possess the ability to travel domestically up to 30% annually. • Proficiency in delivering virtual and hybrid events using best practices is required. • Intermediate or advanced knowledge of Zoom Events, Zoom Meetings and Zoom Webinars platforms and Cvent Studio is required. • Experience collaborating with others and developing successful internal and external relationships is required. • Ability to effectively forecast workload in order to manage multiple projects while meeting deadlines is required • Ability to work with limited supervision and in partnership with event owner on-site at events is required. • Intermediate knowledge of Microsoft Office Suite is required. • Excellent verbal, written and interpersonal communication skills are required. • Excellent problem solving, independent decision making with ability and willingness to work within department/company guidelines and procedures is required. • Excellent skills in customer service, expense management, and project management skills are required. • Flexible and adaptable nature with the ability to keep abreast of changes in best practices and trends within the meeting planning industry is required. • Commitment to the YMCA character development values of caring, honesty, respect and responsibility is required. CORE COMPETENCIES • Values. Demonstrates in word and action Y’s core values of caring, honesty, respect, and responsibility and a commitment to the Y’s mission, in all matters at all times. • Inclusion. Values all people for their unique talents and takes an active role in promoting practices that support diversity, inclusion, and cultural competence. • Relationships. Builds authentic relationships in the service of enhancing individual and team performance to support Y’s work. • Communication. Listens and expresses self effectively and in a manner that reflects a true understanding of the needs of the audience. • Quality Results. Demonstrates and fosters a strong commitment to achieving goals in a manner that provides quality experiences. • Change Capacity. Leads self and others through change by navigating ambiguity appropriately and adapting well to new situations, obstacles, and opportunities. • Emotional Maturity. Demonstrates effective interpersonal skills. • Self-Development. Is dedicated to the improvement of own capabilities and demonstrates this through the continual expansion of knowledge and skills. ESSENTIAL FUNCTIONS • Deliver event service scope and/or back-up support for planning and executing assigned meetings from point of sourcing to onsite management, when applicable • Facilitate series of pre-event consultations with event owner to ensure planning fulfills objectives, project scope and timelines and guide all hospitality planning facets • Facilitate pre-event consults for assigned events to recommend best practices or mitigate issues • Advise and partner with event owners on collaborative timelines, standardized practices, planning efficiencies and industry knowledge/trends throughout planning cycle • Provide hospitality and planning expertise per service scope to event stakeholders including internal and external event committees and Y-USA departments throughout planning cycle • Monitor hotel room blocks and rooming lists to mitigate attrition fees and liaise with hotels and housing bureau, when applicable • Manage onsite hospitality functions including but not limited to third-party relations: logistics, housing, catering, audio-visual and internet services ensuring satisfactory outcomes from third-party vendors • Contribute to the development of event budgets, project plans, planning processes and service level improvements • Conduct post-meeting reconciliation of pick up and housing reports; prepare reports to capture commission, room block history and meeting spend per protocols • Co-lead post-meeting analysis and debrief to ensure service satisfaction and identify service level improvement to support event owner and constituent’s experience • Strictly adhere to and execute established emergency procedures set by Y-USA and/or venue management to mitigate risk at off-site events • Responsible for demonstrating professional and positive demeanor with event owners, stakeholders and attendees to ensure positive working relationships and outstanding event experiences • Execute hybrid and virtual meetings, webinars and conferences using Zoom Events, Zoom Meetings and Zoom Webinars platforms and Cvent Studio as assigned. • Perform other duties as assigned by supervisor. EFFECT ON END RESULTS/STRATEGIC IMPACT This role will optimize YMCA of the USA’s financial stewardship and operational efficiencies in planning, managing and executing events to support meaningful constituent experiences and advance of the organization’s strategic plan. This position offers a base salary of $74,700.00 up to $99,600.00 (depending on experience, education, and qualifications for this role). We offer a full benefits package including medical, dental, vision, defined benefit plan (retirement savings), defined contribution plan (403(b) plan, life and disability insurances, technology stipend, and generous paid time off all in a work from anywhere in the U.S. workplace (if role is eligible).

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