Manager â Conference Operations
Manager â Conference Operations
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Job Description
The hiring salary for this position is $70000.
The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees dental insurance vision insurance life insurance short and long term disability insurance retirement savings plan with high employer contributions a generous paid time off program and more!
As the benefits package at the CIA results in a significant value above the base hiring salary for this position we encourage you to apply so that our recruiters can share more information with you about the benefits of working for the CIA.
POSITION SUMMARY
The Manager of Conference Operations plays a pivotal role in the advance planning and execution of all conferences collaboratives and leadership retreats of the Culinary Institute of America (CIA). This position also provides essential planning support for digital media and other thought leadership initiatives. The CIAs annual portfolio encompasses a diverse range of conference and leadership programs that delve into strategic topics such as world cuisines professionalism innovation flavor development health wellness and sustainability. These influential programs engage a national audience of executive chefs senior foodservice operators journalists and key industry decision-makers positioning them at the forefront of foodservice industry leadership.
ESSENTIAL RESPONSIBILITIES
- Generate document and maintain comprehensive operating documents for all thought leadership initiatives ensuring that processes are clear consistent and accessible to the team.
- Oversee and manage timelines and checklists for conference planning to ensure all tasks are completed on schedule and that nothing is overlooked.
- Develop staffing requirements and submit requests to ensure each program has the necessary personnel to operate effectively while adhering to budget constraints.
- Assist in managing vendor relationships focusing on negotiating contracts and securing the best pricing for supplies and services needed for each program.
- Generate detailed food beverage and service planning documents for each program to streamline culinary operations and effectively utilize sponsor products and presenter recipes.
- Manage and secure venue reservations for all program elements ensuring accurate rooming lists and room blocks are maintained for both onsite and offsite events.
- Create room diagrams and schematics for each program facilitating optimal event flow and ensuring that all areas are effectively utilized.
- Assist with receiving and maintaining inventory ensuring that sponsor products and service items such as china and disposable service ware are available and showcased during events.
- Oversee and update program website content regularly ensuring that attendees have access to the most current information and resources.
- Assist with attendee communications focusing on customer service and enhancing the overall experience for participants throughout the program.
- Provide support for communication planning and logistical needs ensuring that all aspects of the event are well-coordinated and executed.
- Stay informed about CIA inventories to generate necessary rental requirements and paper goods orders ensuring that all operational needs are met by program.
- Schedule and oversee on-call and volunteer support managing additional office tasks and ensuring adherence to employee guidelines and policies.
- Act as a liaison with internal departments coordinating logistics and support needs for each program to foster collaboration and efficient planning.
- Manage the execution of events overseeing setup service quality and breakdown processes while preparing post-event reports to analyze performance and identify areas for improvement.
- Any and all other duties as assigned.
REQUIRED QUALIFICATIONS
Education:
- Bachelors Degree in Management or related field or the equivalent in industry experience.
Experience:
- Minimum one (1) year of Conference or Special Event Planning experience or equivalent in food and beverage management ideally with emphasis on planning logistics coordination and execution.
PREFERRED QUALIFICATIONS
- Spanish and/or other language proficiencies.
- Culinary background preferably with both back and front of the house experience.
- CIA AOS degree strongly preferred.
- Experience with Special Event Planning Software; TripleSeat.
- Experience with Event Management Software; Cvent Salesforce Hopin and/or other online registration website development and virtual program platforms desired.
REQUIRED SKILLS
- Strong written verbal and presentation communication skills.
- Excellent analytical and problem-solving abilities.
- High energy and self-motivated towards achieving goals.
- Effective teamwork and interpersonal skills; adaptable and reliable.
- Proven organizational and time management skills; detail oriented.
- Entrepreneurial mindset with a focus on service.
- Engaging communication style that connects with guests and employees.
- Ability to work effectively across all organizational levels.
- Proficient in computer skills including mail merges databases event software and MS Office (Word Excel PowerPoint).
WORKING CONDITIONS
- Moderate travel to support conferences that are at our other college campuses or other off-site locations from the CIA Copia campus as required.
- Must be available to work nights and weekends as required by business needs if and when a conference takes place at these times and requires this positions support.
- Ability to work in extreme temperatures hot and cold for extended periods.
- Able to bend stoop or reach as needed.
- Ability to lift and carry up to thirty (30) pounds.
- Ability to occasionally lift and carry up to seventy-five (75) pounds with assistance such as event equipment.
Required Experience:
Manager
Employment Type
Full-Time
