Posted on: October 6, 2014
Start date: November 3, 2014
Posted by: Step Up
Step Up's events are crucial to the overall success of the organization and serve many purposes– they are tools for engaging and stewarding our members and donors, a means to amplify our message in the community and in the media, a way to bring our members and teens together for mutual mentorship, and a tool for our supporters to network with each other. Through the strategic use of social media, e-communications, and outside-the-box methods, Step Up is constantly striving to stretch our reach and engage new supporters through these events. The Events Manager plays a vital role not only in the successful execution of Step Up's events, but also in widening and strengthening Step Up's network of supporters. The ideal candidate is an enthusiastic professional with a love for and experience in planning, executing and marketing events and for messaging the impact and work of Step Up through events and programs for both teens and members.
DUTIES & RESPONSIBILITIES
Event Planning & Production Management
Collaborate with local and national team to plan and execute approximately 40 meetings and events per year (executing programs that inspire women to inspire girls, that bring women and girls together for mutual mentorship, that raise funds to support Step Up's mission)
Collaborate with local team members to ensure each event aligns with the organization's mission and plan for the year as well as represents Step Up's brand appropriately
Work in unison with local and national team members designing each event's programming to plan effectively and achieve high quality by creating event timelines and managing task lists
Coordinate with the events managers in Chicago and New York to develop best practices in executing Step Up events as well as to streamline activities across cities.
Strategically build relationships with vendors to either provide all event needs through donations or significantly discount prices of venue, food, beverages/liquor, lighting, audio visual, rentals, etc.
Negotiate and secure contracts for event space, food and beverage, lighting, audio visual, rentals, etc. for all Step Up events
Manage the Los Angeles online auction
Engage and manage an ongoing committee of volunteers to support each event (by leveraging their contacts and/or and staffing the events)
Ensure that sponsor needs are accounted for in each event, and provide excellent customer service in working with sponsor teams as directed in each event by management
Manage all event supplies in creating supply lists, placing orders, and transporting
Plan and execute room layouts for each event that best support event goals and creatively incorporate sponsors within the space
Manage all on-site event set-up, production, volunteers, and clean up
Prepare event materials such as signage, nametags, handouts, notebooks, speaker preparation packages, attendee packages, gift bags, registration lists, seating cards, and the like
Ensure each event is photographed within Step Up guidelines and requirements
Manage the Step Up Los Angeles event calendar
Collaborate with the events managers in Chicago and New York to devise and execute best practices and strategies
Conduct data entry relating to events
Send thank you notes
Keep track of event finances including check requests, invoicing, and reporting
Draft event surveys with input from team members, and perform other regular program evaluation measures to improve and innovate events
Identify & execute strategies to utilize Step Up Los Angeles events to achieve short & long-term national marketing goals.
Create event messaging/marketing, including event invitations and onsite signage & décor
Plan and oversee all social media efforts for the Step Up Los Angeles office
Manage the e-communications calendar for the Step Up Los Angeles office
Manage content for the Step Up Los Angeles website calendar
Office Administrative Support
Participate in weekly staff meetings, monthly national staff meetings, and an annual staff retreat (January)
Perform general office administrative needs and support including research, data compilation and entry, filing, mailing, running errands, and the like as needed
Recruit and train office interns
The ideal candidate will meet the following criteria:
Deep understanding of event management requirements and previous direct experience managing events
Bachelor's degree in a related field
At least 2 years work experience in a related field
Excellent relationship-building and networking skills
Ability to work well with multiple constituencies (staff, teen program beneficiaries, member leaders and volunteers, board members, senior level executives, sponsors, and donors)
Self-starter and fast-learner who does not require heavy supervision and copes well with change
Ability to multi-task in a fast paced environment
Attention to detail and ability to deliver quality, professional work
Strong written and verbal communication skills and interpersonal skills
High level of organization and efficiency
Ability to work occasional evenings and weekends
Ability to manage vendors
Ability to manage and motivate volunteers
Proficiency in Microsoft Office programs and the internet
A passion for women's and girls' issues
HOW TO APPLY
Please send resume, cover letter, and addendum (explained below) to Jamie Kogan at email@example.com. Please include "LA Events Manager" as the subject title. The cover letter should address how you meet the specific job functions and qualifications for this position. Resumes without a cover letter and addendum will not be considered. No phone calls, please. Only candidates who are being considered for interviews will be contacted. Thank you for your interest.
As an Addendum, please include a separate, attached document outlining the following assignments:
(1) Describe one or two creative ways you would bring the Step Up mission to life through décor, set up, or otherwise at a Step Up event.
(2) Draft a short letter or email soliciting a wine company to donate product to an event raising funds for Step Up's mission, attended by Step Up's professional women members.
(3) Describe one or two creative ways you would widen Step Up's reach and market our events to a great number of people.