Job description

Special Events Manager Job Description

The Special Events Manager is responsible for all aspects of the planning and coordinating the company’s Special Events. The Special Events Manager oversees contractors, contracted deliverables and resources to ensure that events are creatively planned and professionally executed. This position directly to the President/CEO.
Essential Objectives:
The Special Events Manager is responsible for the following, primary objectives:

• Responsible for identifying event objectives, purpose, and success.
• Responsible for working within budget parameters and reporting on event budget outcomes.
• Responsible for organizing committees, delegating event tasks, staffing events, and securing outside vendors as needed to facilitate each event.
• Responsible for ensuring all aspects of Events are carried through to best possible outcomes.
• Responsible for client service to City Partners we might host events in conjunction with.
• Responsible for the thoughtful planning, coordination and execution of events with preparation, anticipation, and professional event execution.

Essential Duties and Responsibilities:
The Special Events Manager is responsible for the following, specific duties:

• The Special Events Manager is responsible for ensuring that all events are successful, well organized, profitable and professional.
• Overseeing the work and planning of others who support, plan, and execute GCVCC events.
• Select Vendors, as needed, for events; ensuring vendors are thoroughly vetted, insured, and within GCVCC’s budget. As much as possible, GCVCC’s event vendor selection should include members of good standing & merit. Use an RFP process for major vendor expenditures.
• Effectively delegate tasks, and projects to Events Staff. Support and mentor the Event Staff through training, SOPs, active oversight and coaching.
• Create committees made up of Board Members and active GCVCC members to foster vision and organizational objectives. Committee oversight includes planning meetings for committees, managing communication with committees, and providing committee direction.

• The Special Events Manager is responsible to manage events within annual budget and will have event-specific budget accountability.
• Work with President/CEO to create an annual budget
• Ensure that all budgets are met or exceeded (per event, per month, per annual budget).
• Collaborate with the sales team to ensure that sponsorships are solicited and secured for all events
• Coordinate with Operations/Finance Department to update budgets, coordinate vendor payments, and track sponsorships.
• In conjunction with President/CEO, negotiate vendor contracts and manage event planning to ensure budget parameters are kept.

• The Special Events Manager will ensure that events are adequately marketed, by working with colleagues and outside contractors to promote the event and event sponsors.
• Coordinate with the Marketing Department to ensure that graphic design and event creative is prepared for print & social media use.
• Work with inside/outside parties to distribute printed materials, online content, and social media content.
• Meet milestone deadlines to ensure marketing is well timed.

• The Special Events Manager will oversee “day of” event execution, with appropriate staffing.
• The Special Events Manager may attend monthly Board of Directors Meetings to report on Events-relative news.

Qualifications:

• Proficient in Microsoft Word, Excel, Constant Contact, Outlook and Publisher.
• Proficient in GrowthZone
• Strong Communication & Organizational Skills.
• Strong Delegation & Coordination Skills.
• Ability to work on multiple events simultaneously.
• Inherently a strong communicator, problem solver, and relational.
• Possess a strong ethical business attitude.
• Naturally confident, trustworthy, fun, motivated, optimistic, and coachable.
• Flexibility in hours, responsibilities and a willingness to take on additional duties.

Work Environment
The position may work in a professional office environment and/or work on event sites.

The physical demands described below are representative of those that must be met by the Special Events Manager, to successfully perform the essential functions of this job:

• Bend, lift, carry, climb, push, stand, sit, walk, hear, and speak.
• Tolerate exposure to heat, cold, dust, humidity, and noise.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Indio, CA 92201: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Events management: 3 years (Required)
• Customer service: 5 years (Required)

Work Location: One location

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