Job Description
The Events and Programming Manager is a full-time, in-person position reporting directly to the Director of Events and Programming.
To learn more about GOPAC: https://www.gopac.org/
Position Scope and Responsibilities:
• Responsible for day-to-day operations as well as formulation and fulfillment for summits, conferences, seminars, symposiums, special activities, and meetings.
• Assist in planning and execution of multi-day annual summits ranging from 75-200 attendees; responsibilities include event logistics and operations, guest list management, travel coordination, schedule building, venue selection, speaker arrangements, and staff planning and management.
• Develop and monitor budgets to ensure expenses are kept within established boundaries. Review financial information for accuracy such as invoices for services and materials, hotel invoices, subcontractor invoices, and assist in the preparation of final event financial report.
• Negotiate vendor contracts and ensure terms are met by vendor, including but not limited to hotel, restaurants, catering, activity, entertainment, and transportation vendors.
• Work with appropriate individuals to develop a program for events including speakers, topics, and timing; communicate with speakers regarding their commitment to the event and their needs related to attending the event (i.e. A/V, travel, reimbursement, handouts, bios, video release forms, etc.).
• Manage database and registration process to ensure accurate registration data, name badges, and attendee counts for specific events.
• Manage RSVPs and assist participants with travel logistics.
• Manage and create processes to obtain all needed information from participants for upcoming events.
• Assist in preparing materials to support events and/or meetings.
• Attend events, manage on-site logistics, oversee programming, and supervise staff participation.
• Serve as main point of contact for hotels, providing details such as agenda, hotel room lists, audio/visual requirements, set-up requirements, and menu selections.
• Provide event follow‐ups such as thank‐you letters to speakers, vendors, sponsors, and/or volunteers.
• Manage and work with appropriate staff to evaluate all events.
• Work with the finance team to coordinate logistics needed to meet sponsors’ expectations.
Required Education, Qualifications, and Experience:
• Bachelor’s Degree required.
• Minimum two-three years working experience in an event-related industry.
• Excellent written and verbal communication skills; extreme professionalism and confidence to liaise with elected leaders, investors, and stakeholders.
• Meticulously detail oriented with strong organizational skills.
• Ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Advanced proficiency in Microsoft Office, Wufoo, and/or other event management software, with an aptitude to learn new software and systems.
• Ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Motivation to take initiative, work independently, and collaborate as a member of a dynamic team.
• Ability to maintain a flexible work schedule, including occasional evenings, weekends, and travel, as dictated by the events schedule.
Application Procedures: Applicants should submit a resume and cover letter to careers@gopac.org. Please include the title of the position in the subject line.