Events Manager

1 week ago

Bainbridge Island, United States Bloedel Reserve Full time

The Events Manager collaborates closely with coworkers, suppliers, clients, external partners, and contractors while managing events and coordinating the details that ensure success. The Events Manager is responsible for the overall success of an event and executing the stakeholders' vision of the event. Event examples include Bard at Bloedel (outdoor Shakespeare performances), the Garden Party fundraising gala, weddings, seasonal exhibits (e.g. Squash Hunt, Winter of Wonder), Member Events (Sunset Walks, Member Day workshops), Guided Tours, Solstice Walks, Development Support (cultivation events, auction fulfillment events), and Program Events (symposia, walks focused on specific topics, Kidimu family Walks).

ESSENTIAL FUNCTIONS:

  1. Manages the overall production of events including planning, communication, execution, and evaluation of events. Maintains an event calendar that is accessible to Reserve employees.
  2. Collaborates closely with key internal stakeholders and coworkers participating in the planning and production of events.
  3. Manages details and logistics for events including facilities, scheduling, refreshments, technical requirements (for example livestreaming) and other necessities and services.
  4. Manages team members, including coworkers and contractors, during events providing regular, timely, and clear communication regarding team members' roles and responsibilities relating to event production and planning.
  5. Oversees internal and external communications for events. Works closely with the Communications Manager to plan for event-related communications through a variety of media. Creates and updates prearrangement forms, tracking event planning progress up to the day of the event.
  6. Liaises on behalf of the Reserve with clients, contractors, wedding planners, vendors, and suppliers to ensure successful event production. Supports the external event planner and the Development Team for the Garden Party event.
  7. Manages potential risk by ensuring compliance with applicable food, safety, liquor, and noise regulations. Manages all event related contracts.
  8. In collaboration with the Community Engagement Director and stakeholders, establishes, monitors, and manages the budget for each event.
  9. In collaboration with Program Managers, the Event Manager manages symposiums, focused walks, and other program related events. The content for such events is selected and provided by the Program Managers.
  10. Conducts post-event evaluation process for stakeholders and team members to give and receive recognition and constructive feedback with the aim of improving future events.
  11. Flexibility to work evenings and weekends as necessary to successfully produce an event.
  12. Works Manager on Duty shifts during weekends and weekdays as assigned by Director of Community Engagement.
EXPERIENCE & QUALIFICATIONS:
  1. Minimum of five (5) years' experience in event planning related role
  2. Excellent written and verbal communications and project planning skills
  3. Excellent attention to detail, problem-solving, and time management skills
  4. Strong technical skills using Word, Excel, and Outlook. Familiarity with PowerPoint, and project management and livestream events software is preferred.
  5. Demonstrated strong interpersonal skills and the ability to interact tactfully and positively with others in high-pressure situations

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