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Event Manager

3 months ago

Hadley, United States VentureWell Full time

About The Role:

The Marketing, Communications and Events (MCE) department is seeking an experienced planner to join the team as an Event Manager for the ARPA-H Investor Catalyst Hub. This role is a great opportunity for individuals with an accomplished history of delivering successful, dynamic, and on-budget events to implement VentureWell's event strategy, planning, and execution. The Event Manager will join a team of over twenty full-time MCE staff and report to the Director, Events Strategy & Sponsorship.

This will be a remote role that has a strong preference to be located near Cambridge, MA office and/or have knowledge of the area. Approximately, 15% travel is required outside of Cambridge, MA.

Responsibilities:

Scoping, planning, and management (45% of time)

  • Collaborate with internal and external stakeholders to identify scope, goals, and logistical considerations for in person meetings, multi-day events, virtual events, and webinars
  • Lead the coordination and execution of virtual and in person Investor Catalyst Hub events to ensure they are on-time, on-budget, engaging, and designed to deliver on event goals
  • Contribute to kickoff planning meetings and event budget estimates in collaboration with ARPA-H needs and the Investor Catalyst Hub
  • Lead venue exploration and site visits including creating presentations for ARPA-H approval and selection
  • Develop and communicate comprehensive project plans and timelines for event deliverables and goals
  • Collaborate with ARPA-H and internal stakeholders on event registration, survey set up, communications and security to ensure accurate information is distributed in a timely manner for in person and virtual events
  • Contribute to ARPA-H reporting requirements and organization-wide event calendar
  • Manage space requests for in person meetings at the Investor Catalyst Hub office
  • Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges

Contract & vendor management (15% of time)

  • Develop and update vendor list to foster and maintain contacts with full complement of vendors to ensure consistent delivery of goods and services to meet event demands
  • Lead the negotiation of contracts with event venues and vendors
  • Ensure full compliance with government, insurance, legal, health, safety and accessibility obligations
  • Anticipate and budget for audio visual technology needs, meeting materials, and equipment rentals as well as occasionally food & beverage and transportation needs.

Event design and logistics (40% of time)

  • Work with ARPA-H and internal stakeholders on event design and production, including audio/visual, room layout, special event, sponsor/vendor spaces and any other event-related needs.
  • Oversee attendee experiences from conception through post-event by managing ordering and shipment of materials and supplies, on-site preparations, registration/check in, production, and event breakdown, ensuring consistent, high-level service throughout all phases
  • Manage onsite logistics and liaise with vendor contacts to proactively solve for emergent issues pre-, during, and post-event
  • Create Banquet Event Orders, menus, accommodation(s) booking, and rooming lists as needed
  • Contribute to design of Investor Catalyst Hub networking events and event schedule development
  • Collaborate with the Investor Catalyst Hub and MCE team to ensure that all aspects of event(s) reflect the event brand and theme
  • Provide event information as needed to MCE team for event promotion and contribute event expertise in review of MCE materials
  • Develop comprehensive event staffing plan; coordinate activities and travel for internal staff as needed
  • Manage virtual and in person event operations for the Investor Catalyst Hub and create ARPA-H post-event reports.
  • Ensure all events provide universal access to attendees, including accommodations, ASL interpretation, wheelchair access, assistive listening devices, closed captions, large print, etc.

What You Bring:

  • Bachelor's Degree preferred
  • A minimum of 3 years event planning experience
  • Proven experience as an events planner or organizer
  • Excellent contingency-planning skills
  • Sound judgment, a high degree of integrity, and professional discretion
  • Experience with virtual, hybrid, & in-person event design
  • Impressive portfolio of previously managed events
  • Excellent time management, project management, and communication skills
  • Ability to build productive, collaborative business relationships
  • Ability to manage multiple projects independently
  • Experience managing successful events with federal partners that require navigating complex government requirements and specifications preferred.
  • Willingness to travel as needed (approximately 15%)

Across the Board, VentureWell Staff:

  • Are able to succeed and thrive in an environment with competing and changing priorities and tight deadlines
  • Have track records of and ability to build solid collaborative working relationships, and are proven team players who enjoy a "customer service" orientation to collaboration
  • Are committed to embedding equity in our internal practices and culture and in our programs in order to live and achieve our mission
  • Bring openness and engagement to personal, professional, and organization-wide learning on race, class, gender, justice, and equity
  • Are curious and committed to issues of environmental sustainability
  • Are self-starters with excellent attention to detail and a commitment to delivering high-quality work
  • Are active learners who independently learn new tools and work processes quickly
  • Have excellent written and oral communication skills

Our Benefits*:

  • An attractive and equitable compensation package, including:
    • a salary range of $75-90K commensurate with experience and internal equity
    • 403 (b) with 200% match up to a maximum contribution from VentureWell of 10% when the employee puts it 5% (eligible after one year of service for the match)
    • Medical, Dental, and Vision insurance
    • $1,000 home office stipend upon hire
  • A true focus on work-life balance with work weeks that reflect that
    • It's our aim for our employees in this position to not work more than a 40-hour work week
    • 20 paid vacation days
    • 12 paid holidays
    • 12 paid wellness days

*Benefits are reviewed each fiscal year and may be subject to change.

What We Offer:

  • A culture where people work intentionally and collaboratively in pursuit of our mission
  • Values we believe in
  • A commitment to Diversity, Equity, Inclusion, and Accessibility

About VentureWell:

VentureWell supports the cultivation of an emerging generation of science and technology inventors and the innovation and entrepreneurship ecosystems that are critical to their success. Since its founding in 1995, VentureWell has funded or trained over 17,000 science and technology inventors and innovators, resulting in the emergence of over 3,700 ventures with groundbreaking technological advancements in fields like biomedicine and healthcare, sustainable energy and materials, and solutions for low-resource settings. The startups they have supported have raised subsequent funds totaling close to 5.6 billion and are reaching millions of people in 60 countries.

Visit venturewell.org to learn more.