Event Management Specialist

2 weeks ago

Cleveland, Ohio, United States Longwood University Full time

Position Overview

The Event Management Specialist plays a crucial role in the organization and execution of various events at Longwood University, including conferences, workshops, and special gatherings. This position is integral to ensuring that all events align with the university's mission and objectives.

Key Responsibilities

Project Coordination

  • Identify and understand the specific requirements and objectives for each event.
  • Collaborate with university staff to successfully execute events.
  • Manage relationships with vendors, ensuring timely completion of tasks and adherence to deadlines.
  • Monitor action items to ensure all timelines are met.
  • Work alongside the Director of Events to develop and oversee event budgets.
  • Assist in creating and maintaining production schedules.
  • Help formulate staffing plans for various events.
  • Regularly update event-related web content.
  • Conduct post-event evaluations to assess success and areas for improvement.

Sponsorship Coordination

  • Collaborate with the Director of Events on sponsorship initiatives for university events.
  • Work with the events team to fulfill sponsorship commitments.
  • Engage with sponsors during events to ensure their needs are met.
  • Coordinate follow-up discussions with sponsoring organizations after events.

Event Planning and Logistics

  • Research and evaluate potential venues, ensuring alignment with event goals and budget constraints.
  • Assist in the preparation and distribution of invitations to speakers, sponsors, and attendees.
  • Support the registration process and database management.
  • Help manage seating arrangements and troubleshoot issues on-site.
  • Coordinate speaking schedules and related logistics, including walkthroughs and meet-and-greets.
  • Assess options for decor, audio-visual needs, transportation, signage, entertainment, and other event services.
  • Collaborate with the communications team on the development of event-related mobile applications.
  • Prepare briefing materials for speakers and attendees prior to events.

Additional Responsibilities

Perform other duties as assigned by the Director of Events.

Qualifications

  • Strong collaborative skills and a team-oriented mindset.
  • Prior experience in event planning is preferred, showcasing progressive responsibility.
  • Proven project coordination abilities.
  • Capacity to manage multiple high-priority projects simultaneously.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite.
  • Demonstrated ability to prioritize tasks and meet tight deadlines.
  • Strong organizational and time management skills.
  • Attention to detail while being adaptable to changing requirements.
  • Willingness to travel as needed.

Education and Experience

A minimum of two years of relevant experience is preferred.

Work Environment

This position involves work in an office setting as well as at various event locations. Standard working hours are Monday through Friday, with additional hours required as necessary.

Application Process

Qualified candidates are encouraged to submit their application materials in PDF format, including a cover letter, resume, and three professional references.

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