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Special Events Manager
2 months ago
Position Overview:
The Broad Institute of MIT & Harvard is in search of a dedicated Manager for Special Events.
Under the guidance of the Associate Director of Special Events, this role is pivotal in overseeing a team of event professionals tasked with planning, executing, and managing a diverse range of impactful events. These include scientific meetings, symposiums, fundraising initiatives, board gatherings, and community events.
This position necessitates collaboration across various departments, fostering close relationships with the Office of the Director and the Development Office, as well as external partners to ensure the successful execution of events while adhering to budgetary constraints and regulatory requirements.
The Manager will take the lead in organizing Broad's annual offsite event — the Broad Scientific Retreat — held at a local convention center, catering to all employees and the broader scientific community.
Additionally, this role is instrumental in strategic planning, optimizing event workflows, managing projects, and enhancing the institution's brand and community involvement through effective event management.
Key Responsibilities:Team Leadership:
Oversee members of the Special Events Team, conducting regular meetings, delegating tasks, and providing continuous support and feedback.
Recruit, train, and manage additional team members or freelance support as necessary.
Event Planning and Execution:
Act as the primary liaison for internal and external stakeholders requiring event support.
Lead the planning and execution of significant events such as the annual scientific retreat, major fundraising activities, and board meetings.
Develop and manage event budgets, ensuring fiscal responsibility aligns with strategic objectives.
Collaborate with the Communications and Development Offices to promote and raise awareness of events.
Stakeholder Management:
Establish and maintain strong relationships with internal departments, partner institutions, vendors, and event participants.
Provide clear guidance to team members, vendors, and stakeholders to ensure priorities are understood and deadlines are met.
Ensure all events comply with property and city regulations, executing them smoothly by anticipating and addressing potential challenges.
Strategic Planning:
Work closely with the Associate Director of Special Events to align daily activities with long-term strategic goals.
Identify opportunities for improvement and scalability through cross-team collaboration.
Propose and implement themes, event designs, and promotional strategies for various events.
Administrative Excellence:
Establish and utilize communication systems to ensure accountability and timely deliverables.
Monitor and report on project progress against goals, metrics, and timelines.
Develop and implement policies and procedures to facilitate effective event planning and execution.
Qualifications:
Bachelor's Degree and 8+ years of experience in event planning or a related field.
Demonstrated leadership and team management capabilities.
Strong written and verbal communication skills.
Ability to work efficiently and produce high-quality results under tight deadlines.
Excellent customer service skills and the ability to handle stressful situations with composure.
Proficient technical skills, including experience with event management software (e.g., Adobe Creative Suite, Mailchimp, Swoogo). Availability to work after hours and on weekends as required.
Familiarity with planning large-scale events at venues such as convention centers is preferred.
CMP (Certified Meeting Professional) or PMP (Project Management Professional) certification is preferred.
Skills:
Ability to manage multiple projects simultaneously, prioritizing effectively in a fast-paced environment.
Strong collaboration skills, capable of working with staff at all levels, including executives.
Exceptional attention to detail and organizational abilities.
High sense of urgency and initiative.
Commitment to operational excellence and project delivery.
