Manager, Events & Project Mgmt

$105,000 - $125,000/Yr

Council For Affordable Quality Healthcare - Washington, DC

Full-time - Mid Level

Remote - Washington, DC

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Manager, Events and Project Management supports the planning, management, and oversight of strategic market initiatives and events for internal and external audiences in support of CAQH's strategic priorities. This role is crucial in ensuring that events align with the organization's goals and are executed flawlessly. The Manager will be responsible for all aspects of event planning, from pre-planning to onsite execution, ensuring that each event meets the high standards expected by CAQH. This position is a full-time, remote, exempt role that reports to the Associate Director, Event Strategy and Management. The base salary for this position ranges from $105,000 to $125,000 annually. In this role, the Manager will assist with various events, including tradeshows and conferences, by developing comprehensive project plans that cover venue selection, catering, marketing, communications, décor, entertainment, signage, registration, and more. The Manager will serve as the project manager for all event-related projects, negotiating costs and services with vendors, booking event spaces, arranging food and beverage services, and coordinating audiovisual equipment and operational needs. Effective communication with vendors and suppliers is essential before, during, and after each event to ensure smooth operations. The Manager will also create timelines, schedules, and run-of-show documents as needed, handle any problems that arise during events, and support all event planning and production meetings. As an onsite leader during events, the Manager will address requests and issues that may arise, collaborate to identify event KPIs, and report on event outcomes and ROI. Additionally, the Manager will maintain the company event calendar, coordinate collateral and giveaways, and assist with virtual marketing events like webinars and podcasts. This position requires 15-20% travel to various event locations.

Responsibilities

• Assist with tradeshow/conferences - from pre-planning to onsite execution.
• Develop project plans to manage all aspects of events (venue selection and booking, catering, marketing, communications, décor, entertainment, signage, registration, etc.).
• Serve as an event project manager for all event-related projects, e.g. ads, emails, social promotions, etc.
• Negotiate costs and services with vendors; book event space, arrange food and beverage, order all supplies/decorations, coordinate audiovisual equipment & any operational needs.
• Work with venues to create/revise room layouts/seating arrangements, and custom needs for each event.
• Communicate with all vendors and suppliers before, during and after each event.
• Create timelines, schedules and run-of-show as needed.
• Handle problems that arise to help the event run smoothly.
• Support all event planning and production meetings as needed, with in-house team and outside vendors, to coordinate activities and ensure the success of each event.
• Serve as an onsite leader at events, for duration of the event, to handle requests and issues that may arise.
• Collaborate to identify event KPIs and effectively report out on the event outcomes and ROI.
• Manage the follow-up with vendors, sponsors and staff members following each event.
• Maintain company event calendar and ensure activities are executed in a timely manner.
• Responsible for identifying and coordinating appropriate collateral and giveaways, including management, ordering, and distribution.
• Help to coordinate virtual marketing events like webinars and podcasts.
• Assist with the coordination of company events including employee programs and executive meetings.

Requirements

• 4+ years of progressively responsible experience in conference coordination for an organization, ideally related to health or information technology.
• A bachelor's degree in business, marketing or related field.
• Demonstrated ability to set priorities and manage projects proactively and independently, completing them on-time and on-budget.
• Proactive self-starter with the ability to multi-task and effectively juggle competing priorities.
• Strong attention to detail and organization.
• Executive communication skills to manage communication with SMEs, external executive speakers, etc.
• Exceptional organizational capabilities, with a focus on self-management and driving others to deliver on time internally and externally.
• Experience in promoting and driving collaboration with internal team and external partners.
• Strong writing skills and the ability to craft internal and external communications.
• Proficiency with Microsoft Office Suite, including Word and Excel.
• Advanced PowerPoint skills.
• Experience with Cvent preferred.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Tuition reimbursement
• Vision insurance