Event Manager

Infinite Management Solutions, LLC; Dayton (OH); On-site; USD 45,000 - 65,000; Full time

Job summary

Infinite Management Solutions, LLC, a woman and veteran owned business, seeks an experienced Event Manager in Dayton, OH. You will plan and manage conferences, events, workshops, and information sessions, coordinating venues, vendors, guest invitations, and on-site activities to meet client objectives.

Responsibilities include budget controls, team leadership, and post-event evaluation to ensure client outcomes. Travel to local and national events is required as part of the role.

Qualifications

• Proven experience coordinating events with variety of businesses.
• Ability to transform a client’s thoughts and vision into reality.
• Excellent oral and written communication skills.
• Ability to manage multiple tasks simultaneously.
• Detail-oriented and strong planning, managing, and coordinating skills.
• Experience using project management tools and budgeting processes.

Responsibilities

• Plan and manage conferences, events, and workshops to meet client objectives.
• Coordinate venues, vendors, invitations, guest lists, and on-site logistics.
• Maintain budgets and develop reliable financial reports.
• Lead cross-functional teams and act as primary liaison with project team.
• Promote events through various channels and ensure smooth execution.
• Evaluate event outcomes and submit post-event reports.

Skills

Event planning

Vendor management

Communication

Project management

Budget management

MS Office365

CRM databases

Asana

Event platforms

Education

Bachelor’s Degree in Event Management or related

Event Management certification (CMP/CSEP)

Tools

EventPro Planner

Showcare

InEvent Platform

CRM databases

Asana

MS Office365

Job description

Event Manager

Job Title: Event Manager

Location: Dayton, OH

Infinite Management Solutions, LLC is a woman and veteran owned business that focuses on delivering results by providing innovative solutions to challenge the status quo. We have over 75 years of combined experience and are dedicated to solving complex business problems. Our staff embody Professionalism, Integrity, and Excellence while achieving each customer's desired outcome. We consistently deliver high quality results on time and in the most cost-effective manner. Our focus on continuous improvement and growth keeps us ahead of competitors. We are professional problem solvers. We improve the world of our customers and help them accelerate change by ensuring effective and flexible operations, streamlining processes, developing customer centric communications, and enabling data-driven decisions.

Job Summary:

IMS is currently seeking an outstanding, highly skilled Event Manager responsible for planning, managing, and leading conferences, events and workshops, information sessions, etc. You will be responsible for every aspect of an event to ensure that client needs, and expectations are met (i.e., includes choosing venues and vendors, inviting guests, evaluating success afterwards, etc.).

The goal is to organize memorable events that will ensure the participants have an enjoyable experience while also facilitating the completion of the client's business objectives. These duties and responsibilities focus on planning and managing events of varying sizes and purposes which requires the ideal candidate to be able to multi-task effectively. The Event Manager will be involved in every phase and process of events/project to ensure successful outcomes and results. The objective is to ensure that all programs deliver our organization’s desired outcome to support our clients.

Job Duties/Responsibilities (List not all inclusive):

• Reviewing contracts (as needed basis) for scope clarity
  • Understanding client requirements for each event
• Coordinatingand hosting trial runs
• Planning event details and aspects, (i.e., seating, dining, and guest list)
  • Plan event with attention to both financial and time constraints
  • Plan seating, dining, and guest lists (using protocol standards)
• Managing a medium sized team of staff, vendors, and operators
• Be the primary Point of Contact with the project implementation team
• Establishing and maintaining relationships with vendors and venues
• Creating reliable financial reports, collecting payments, and ensuring vendors are paid on time
• Remaining within budget
• Managing events and addressing potential problems that may arise
• Planning for potential scenarios that could impact the integrity of the event
• Maintaining a working knowledge of the complex needs of a wide variety of events
• Meeting with designated staff on established timelines to discuss overall event purpose, protocols, expected outcomes and progression
• Handling any last-minute changes that may arise
• Researching vendors (catering, decorators, musicians etc.) and selecting the best combination of quality and cost
  • Negotiating with vendors to achieve the most favorable terms
• Booking venues and scheduling speakers
• Promoting the event through varying channels - (fliers, social media, radio, television, etc.)
• Attendance at event to ensure everything is functioning as planned
• Evaluating events’ success and submitting follow-up reports
• Leading and supporting diverse and cross-functional teams
• Familiarity with audio/visual equipment and production

Qualifications:

• Proven experience coordinating events with variety of businesses
• Ability to transform a client’s thoughts and vision into reality
• Excellent oral and written communication skills
• Ability to manage multiple tasks simultaneously
• Detail-oriented
• Keen planning, managing, and coordinating skills
• Proven ability to work independently and on a team
• Ability to work efficiently against tight deadlines
• Proven experience in project management
• Experience securing event sponsors
• Excellent time management skills
• Exceptional interpersonal skills
• Agile (ability to handle change)
• High proficiency in MS Office365 (Excel, Word, Outlook, and PowerPoint, Project)
• Hands-on experience with the Internet (apps and technology)
• Must have experience with CRM databases, Showcare, EventPro Planner or similar/related software
• Experience and efficiency with Asana Project Management Tool (highly desired) or other Project Management tools
• Proven efficiency with managing events utilizing a variety of apps and technology (i.e., InEvent Platform, or similar virtual event platforms)
• In-depth knowledge and experience using social media and navigating multiple social media platforms
• Experience hosting and managing both in-person and virtual events
• This position requires some travel (local and national)
• Meets U.S. citizenship and work eligibility requirements for federal contractors
• Must possess or be able to obtain a Department of Defense (DOD) Secret level clearance, if required

Education / Experience:

• At least five (5)years of proven experience in the events industry
• Minimum of three(3) years proven experience as an Event Manager orProjectManager in a similar role (managing corporate- business related events preferred)
• Bachelor’s Degree (from an accredited university or college) in Event Management, Marketing, Hospitality, Public Relations orsimilar relevant discipline
• Event Management certification (i.e., CMP, CSEP, CMM, CESP, etc.) is highly valued

Infinite Management Solutions, LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and a 100% woman-owned company. We are an equal opportunity employer and comply with all applicable federal, state, and local laws governing employment practices. All qualified applicants will be considered based on merit and business need. We welcome Veterans and transitioning service members to explore opportunities within our team.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Manual dexterity sufficient to operate a computer keyboard, mouse, and other office equipment
• Visual acuity for close work, such as reading on screens and in print and working on a computer
• Occasional lifting of materials or equipment weighing up to 20 pounds
• Ability to communicate effectively, both verbally and in writing, in a professional office environment
• Sufficient physical ability to move about the workspace to attend meetings, access files, and perform other job-related tasks
• Ability to travel, including occasional overnight travel, to support meetings, conferences, customer engagements, and other mission-related activities as required

• This position description reflects IMS'sassignment of essential functions; nothing in this job description restricts the Company's latitude to assign or reassign duties and responsibilities to this job at any time.
• Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
• Please view Equal Employment Opportunity Posters provided by OFCCP here https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm