Conference and Convening Manager
Conference and Convening Manager
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Salary Not Disclosed
1 Vacancy
Job Description
PRIMARY DUTIES AND RESPONSIBILITIES
Conferences and Convenings Support:
- Serve as the manager of logistics for ABFEs for all of ABFEs in-person convenings working across the organization this includes managing outsourced conference coordination contractors external partners and event production teams and coordinate all onsite and online logistics including contract negotiation and fulfillment reserving room blocks making room assignments and overseeing audiovisual services vendors materials suppliers shipping and setup in partnership with organizational team leads. This includes Black Women in Philanthropy retreat Connecting Leaders Fellowship Program Summit Leverage the Trust and convenings lead by ABFEs External Affairs Department for its four funder networks.
- Serve as the manager of logistics for ABFEs annual conference Harambee: Lets All Pull Together which will use a hybrid event (virtual/in-person) model multiple keynotes pre- and post-conference workshops exhibitors and networking activities.
- Provide ABFE support by acting as the primary point of contact for ABFE speakers panelists and keynotes on-site and in advance of the events where speakers are scheduled. Internal (ABFE Fellow; Programs staff) and external (event producer) supports will be designated as needed.
- Develop and maintain relationships with Convention and Visitors Bureaus and hotel leadership in the cities ABFE hosts events to fully leverage planning and logistical capacity.
- Develop and adhere to event plans and timelines including internal and external deadlines.
- Support the Communications and Marketing team(s) with the creation and preparation of event collateral materials such as the microsite conference app programs signage and promotional items.
- Be responsible for accurate and timely revenue and expense tracking against the budget.
Virtual convenings & Workshop Support:
- Support webinars and workshops that align with the organizations content and partnership strategies.
- Provide support across the organization for webinars workshops and meetings including the following:
- Managing virtual and physical event logistics.
- Provide support for event registrants.
- Provide technological support (where applicable).
- Create collect and disseminate webinar and workshop materials (in coordinating with department staff).
- Collect and compile post-event evaluations and recordings.
- Assist with drafting webinar and the initial programming run-of-show.
- Social media and marketing familiarity.
Program Planning and Execution:
- Serve as a program and technology thought partner to help create timely content and use available tools for successful content delivery.
- Work collaboratively across all ABFE departments and with planning committees external partners and subject-matter experts to elevate ABFEs mission and highlight its role in leading values-based and strategic investments in Black communities.
- Manage external event consultants and planning partners.
- Travel as necessary for site selection visits conference/meeting etc.
- Track and report on your progress on annual and quarterly work plans.
- Determine clear metrics and objectives to evaluate program success and provide reporting as requested for internal external and board reports.
- Ensure that program deliverables are high quality and meet the needs of all stakeholders.
Qualifications :
SKILLS AND COMPETENCIES OF THE SUCCESSFUL CANDIDATE
- Ability to manage multiple projects simultaneously knowing how to prioritize and adjust timetables based on demand and other factors as well as handle new or unplanned projects with agility and flexibility.
- Desire and ability to identify and solve problems and improve processes and outcomes.
- Strong interpersonal verbal and written communications skills.
- Ability to effectively work independently as well as part of a team in a remote environment.
- Experienced collaborator who works well with peers with varying levels of authority across all ABFE teams and partnership networks.
- Versed in engaging and managing external planning partners and event production teams.
- Knowledge of racial equity and diversity social justice and inclusion and an ability to source vendors and consultants through an equity lens.
- Project management experience required including use of project-management platforms and applications.
- Ambitious and proactive with the ability to maintain calm and foster a collaborative environment even during the most hectic times of our programming year.
- Highly detail-oriented and a self-starter.
- Prior budgeting experience specifically with projects of at least $500000.
- Embraces the opportunity to contribute to a positive organizational culture.
- Ability to travel to events as needed (approximately 30% annually).
- Advanced proficiency in Microsoft Office Suite (including Sharepoint). Experience with CRM or AMS and skill using and managing applications such as Salesforce Drupal Asana Whova Jotform and Zoom.
EDUCATION/EXPERIENCE REQUIREMENTS
- A minimum of 7-10 years of meeting planning or event operations experience with increasing levels of responsibility required prior association conference experience a plus.
- Experience in and familiarity with the philanthropic sector specifically philanthropy-serving organizations foundations grantmaking organizations
Physical Requirements:
The employee is frequently required to see talk hear walk and sit. While performing the duties of this job the employee may occasionally push or lift up to 20 lbs. such as boxes supplies etc.
Additional Information :
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by the incumbent in the position. They are not intended to be an exhaustive list of all responsibilities duties and skills of the employee. Duties and responsibilities may change at any time with or without notice.
ABFE is an at-will employer and may terminate the employment relationship at any time for any reason with or without cause or notice.
AAP/EEO Statement:
ABFE is an active Equal Employment Opportunity Employer. All employment decisions shall be made without regard to age race creed color religion sex national origin ancestry disability status veteran status sexual orientation gender identity or expression genetic information marital status citizenship status or any other basis as protected by federal state or local law.
Please include your resume and cover letter to be considered for this opportunity.
Remote Work :
Yes
Employment Type :
Full-time
Employment Type
Remote
Company Industry
Key Skills
- Compliance Management
- Administrative Functions
- Oversight
- Administrative Activities
- Administrative Tasks
- Budget Preparation
- Facilities Management
- Daily Operations
- Account Management
- General Ledger Accounts
- Personnel Files
- Administrative Management
- Financial Statements
- Administrative Operations
- Annual Budget
