Event Manager

infinitemanagementsolutions; Dayton (OH); On-site; USD 52,000 - 76,000; Full time

Job summary

Infinite Management Solutions, LLC in Dayton, OH, is seeking an experienced Event Manager to plan, manage, and lead conferences, events and workshops from concept to completion. You will handle venues, vendors, guest lists, budgeting, scheduling, and communications, ensuring client objectives are met and events run smoothly.

The ideal candidate brings strong project management, vendor negotiation, and cross-functional leadership, with travel as needed and a commitment to quality outcomes.

Qualifications

• Five years of proven events experience.
• Ability to translate client vision into outcomes.
• Excellent written and verbal communication.
• Ability to manage multiple tasks under tight deadlines.
• Detail oriented with strong planning and coordination.
• Proven project management experience and sponsor experience
• Experience with vendors and event sponsorships
• Excellent time management and interpersonal skills
• Agile mindset and proficiency with MS Office and project tools
• Experience with various event apps and platforms

Responsibilities

• Review contracts for scope clarity and client requirements.
• Coordinate and host trial runs for events.
• Plan event details within financial and time constraints.
• Manage a medium sized team of staff, vendors, and operators.
• Be the primary point of contact with the project team.
• Establish and maintain vendor and venue relationships.
• Create financial reports and ensure timely vendor payments.
• Remain within budget and address potential issues.
• Plan for contingencies affecting event integrity.
• Book venues and schedule speakers.
• Promote events through various channels.
• Attend events to ensure smooth execution and follow-up reports.
• Lead and support cross-functional teams and manage AV needs.
• Travel locally and nationally as required

Skills

Event coordination

Communication skills

Project management

Budget management

Vendor management

Travel readiness

MS Office365

CRM familiarity

Asana proficiency

Education

Bachelor’s Degree in Event Management

Event Management certification

Tools

Showcare

EventPro Planner

InEvent Platform

Asana

CRM software

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