EVENT MANAGER

Fsa Management Group - Louisville, KY

Full-time - Mid Level

Remote - Louisville, KY

Management of Companies and Enterprises

About the position

This is a Hybrid, mid-level position for applicants in the Louisville area. The role is responsible for providing lead coordination for assigned client association conferences and managing specific areas of functional expertise for all client association conferences. The position works collaboratively with internal and external clients as well as volunteer leaders, serving as a liaison between internal clients and external vendors and service suppliers. The primary goal is effective project management that achieves established conference objectives, resulting in highly-rated, quality events. FSA operates in a fast-paced work environment where managing multiple projects and clients is essential throughout the work week. The position will be remote but will require some time in the Louisville, KY office, with travel out of town six to eight times per year for up to a week at a time, including some weekends. The essential duties include coordinating all functions of conference planning and production, developing production timelines, managing registration tracking, participating in the RFP/site selection and contract process, and assisting in budget development and financial management. Additionally, the role involves customer service responsibilities, such as coordinating program content and speaker participation, managing AV services, and ensuring excellent customer service to both internal and external clients. The position requires a high skill level in Microsoft programs and familiarity with various software and technology tools. The ideal candidate will have a college degree, 5+ years of direct event management experience, and the ability to thrive in a high-volume, fast-changing environment.

Responsibilities

• Coordinates all functions of conference planning and production.
• Develops production timelines for various events, including scheduling of deadlines and print production deadlines.
• Serves as the liaison to registration managers on registration tracking and management of events.
• Participates in the RFP/site selection and contract process in collaboration with FSA executive director of event services.
• Participates in budget development and financial management in collaboration with FSA vice president of finance and operations.
• Works within established event budgets, providing alternative cost-saving options when available.
• Coordinates the reconciliation of vendor and hotel invoices to ensure accurate billing to the department's clients.
• Assists in directing conference staff prior to production and on-site.
• Coordinates conference events' development and execution in collaboration with event services team members.
• Directs the conference evaluation process, analyzing and communicating results to client stakeholders.
• Coordinates development of program content and speaker participation.
• Manages AV services, PowerPoint, and script development.
• Coordinates development of registration setup in collaboration with FSA membership and registration team.
• Manages food & beverage, events, entertainment, and décor.
• Coordinates the selection and delivery of promotional items.
• Provides defined sponsor fulfillment including management of donated product.
• Manages multiple accounts and projects, working within scheduling requirements.
• Responds promptly to telephone, email, and in-person inquiries.
• Schedules committee meetings, facilitates virtual conference calls, and takes detailed notes.

Requirements

• College Degree required; with 5+ years of direct event management experience.
• Experience in areas of functional expertise responsibilities required.
• Experience in non-profit management or related fields desired.
• Ability to travel out of town six to eight times per year for up to a week at a time, including some weekends.
• CMP certification and project management experience a plus.
• Ability to work in a team environment is essential.
• Exhibit excellent written and verbal communication skills.
• Positive attitude, self-motivated, and desire to assist internal and external clients.
• Exceptional attention to detail and strong organizational skills.
• Ability to multi-task and work both with minimal supervision and in collaboration.
• Problem-solver with good judgment, discretion, and time-management skills.
• Effective time management and organizational skills with the ability to proactively prioritize tasks.

Nice-to-haves

• Familiarity with WordPress, Mail Chimp, Canva a plus.
• Familiarity with AV Tech equipment a plus.