Event Operations Supervisor

2 weeks ago

Portland, Oregon, United States International Living Future Institute Full time
Company Overview

The International Living Future Institute is a non-profit organization dedicated to fostering a transformation towards communities that are rich in culture, equitable in social practices, and restorative to the environment. Our flagship initiative, the Living Building Challenge, represents the world's most ambitious and comprehensive performance standard for resilient, healthy, and sustainable buildings. In addition to this, ILFI provides various certifications, transparency labels, educational opportunities, and events that empower organizations and individuals to demonstrate their commitment to a healthier planet.

We are convinced that the building sector can evolve significantly and more swiftly than commonly perceived. We also assert that this industry must tackle ecological, social, health, and cultural impacts as interconnected challenges. Living Buildings serve as symbols of change, evidence for skeptics, sources of inspiration for youth, and experimental grounds for innovation. Our goal is to drive transformation in the building sector by envisioning a Living Future and demonstrating its feasibility in practice and policy.

Position Overview

STATUS: Full-time, exempt
REPORTS TO: VP, Community
LOCATION: Remote, within the United States

The International Living Future Institute (ILFI) is on the lookout for a proactive and skilled Events Program Manager to become part of our team in a fully remote capacity. The Events Program Manager is essential in strategizing, promoting, and executing events that further ILFI's mission. Key responsibilities include supporting the Living Future Conference, managing both virtual and in-person events, overseeing event promotion, and ensuring effective project and resource management. The ideal candidate will be organized, detail-oriented, enjoy teamwork, and possess a passion for event management and sustainability. The Events Program Manager will report to the Vice President, Community, and collaborate closely with the contract Executive Producer for LF25 and the Senior Manager, Sponsorship + Events.

Key Responsibilities

Management of Living Future Conference:
  • Assist in all aspects of planning and promoting our premier event, including managing the Call for Proposals, coordinating with speakers, and overseeing vendor relationships.
  • Ensure smooth execution of the conference, from onsite setup and operations to attendee registration and customer service.
  • Conduct comprehensive post-event evaluations, analyzing feedback, managing final invoices, and documenting lessons learned to enhance future events.
Coordination of In-Person and Virtual Events:
  • For in-person events such as summits, workshops, and networking gatherings, support planning processes, including venue logistics, speaker coordination, and on-site management.
  • For virtual events, assist with the setup and execution of webinars, online conferences, and other digital gatherings, ensuring technical support and seamless operations.
Event Promotion and Outreach:
  • Develop and implement promotional campaigns to boost engagement for the Living Future Conference and other events, including managing the Call for Proposals and ticket sales phases.
  • Collaborate with ILFI's Marketing and Communications team to create compelling promotional materials and monitor the effectiveness of promotional strategies to optimize reach and engagement.
Project and Resource Management:
  • Maintain detailed project plans for all events, coordinating with internal and external stakeholders to ensure timely completion of tasks and milestones.
  • Organize and manage event files, documents, templates, and assets to ensure efficient workflows.
  • Support budget management for event production by tracking expenses, revenues, and providing detailed financial reports.
Qualifications

We encourage applications from candidates who meet the majority of the following qualifications:
  • 3-5 years of experience in event planning and management with a proven track record of successful events.
  • Proficiency in event management software and tools, and comfortable working in collaborative environments.
  • Strong writing skills with the ability to create engaging promotional content.
  • Excellent problem-solving abilities, adaptability, and readiness to tackle various event-related tasks.
  • Flexibility to work or travel evenings and weekends as required.
  • Strong project management skills, capable of handling multiple tasks and deadlines.
  • Excellent communication and interpersonal skills, with the ability to create compelling promotional materials and coordinate with diverse internal and external stakeholders.
  • Comfortable in a digital-first work environment, proficient with technology and remote communication tools.
  • Ability to thrive in a remote setting, with a well-equipped home office and reliable internet connection.
Desired Qualifications
  • An understanding of key concepts related to sustainability and regenerative development, aligning with ILFI's mission.
  • Proven ability to plan and execute both large-scale and small-scale events.
  • Certified Meeting Professional (CMP) or other relevant certification.
  • Proficiency in event management platforms.
  • Previous experience with marketing and promotions.
Additional Information

Our mission at Living Future is to create a future that is socially just, culturally rich, and ecologically restorative. We are committed to that vision within our organization and strive to build a team that is equitable, inclusive, and diverse by hiring and supporting staff from a wide variety of backgrounds. We are dedicated to fostering better cultural competency, equity, and diversity within our culture and policies and work to support staff in every phase of their career.

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