Meeting & Event Manager

UIDP; Columbia (SC); Hybrid; USD 27,000 - 36,000; Full time

Job summary

UIDP seeks a skilled Meeting & Event Manager to oversee the planning and execution of both in-person and virtual events. This role involves managing logistics, coordinating teams, and ensuring events meet high-quality standards. The ideal candidate has a strong background in event management and is passionate about delivering successful, large-scale initiatives while supporting UIDP’s mission.

Benefits

Health, dental, and vision insurance

Strong retirement plan

Generous paid time off

Professional development initiatives

Qualifications

• 3-5 years of experience in event planning or project management.
• Proficiency in event management systems like Cvent.
• Excellent organizational and time-management capabilities.

Responsibilities

• Lead logistics management for events, including registration and attendee communication.
• Coordinate with external vendors and manage budgets.
• Create and maintain event documentation and reports.

Skills

Event Logistics Management

Communication

Customer Service

Time Management

Problem-solving

Education

Bachelor's Degree in Event Management or related field

Tools

Cvent

MS Office

SmartSheet

WordPress

Job description

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This is an exceptional opportunity for a highly skilled, creative, and self-driven manager to lead the coordination of a diverse portfolio of events and activities. The successful candidate will oversee the planning, executing, and delivering of conferences, webinars, workshops, receptions, and other key events, ensuring seamless execution and a high-quality standard across all initiatives. As a critical member of the UIDP team, the Manager will be responsible for driving strategic planning, coordinating cross-functional teams, and providing leadership throughout the event lifecycle.

This role presents the opportunity to engage with industry-leading innovation companies and top-tier research universities, allowing the Manager to make a significant impact while gaining valuable exposure to cutting-edge developments in both the corporate and academic sectors. The ideal candidate will be an experienced professional passionate about high-level event management and a proven track record of leading successful, large-scale initiatives.

The Meeting & Event Manager's duties include:

Lead general coordination of in-person and virtual events:

• General logistics management
• Create, update, and maintain current processes and documents
• Professional and positive communication with event hosts, speakers, and staff
• Update conference and workshop agendas
• Create and maintain event registrations using AMS, Cvent, and Smartsheet
• Collect and report registration data across multiple events
• Accurately communicate logistics details to event attendees
• Manage attendee lists and other registration materials
• Monitor registrations and troubleshoot problems throughout
• Respond to general email/phone inquiries about UIDP events
• Provide on-site support at events to include registration management, as needed
• Propose new ideas to improve the experience for our members and other attendees
• Create online invitations and track responses
• Maintain spreadsheets, event timelines, and task lists in Smartsheet.
• Create and maintain event webpages via WordPress and Cvent
• Create surveys, collect responses, and communicate results to staff and event hosts

Assist with marketing and promotional tasks:

• Assist with event-related content creation for promotional email blasts using Cvent.
• Maintain accurate email lists for each event

THE IDEAL CANDIDATE

You thrive in dynamic environments and are highly adaptable to changes in direction or circumstances. With an innate ability to adjust your focus and reallocate resources as priorities shift, you remain agile and efficient under pressure. Your eagerness to continuously learn and master new tools, technologies, and methodologies allows you to stay ahead of the curve and deliver exceptional results. You approach your work with diligence, strategic thinking, and efficiency, consistently meeting deadlines and delivering on expectations with minimal supervision.

Your commitment to supporting the team is evident in your proactive approach, whether handling tasks independently or collaborating seamlessly with others. You take great pride in maintaining exceptional organizational standards, ensuring that every detail is accounted for and that all project milestones are met on time. Above all, you are passionate about contributing to a team that creates outstanding events and products, playing an essential role in advancing the partnership’s mission and goals. Your dedication and attention to quality make you an invaluable asset to the team.

Qualifications – required

Education & Experience:

• Bachelor's Degree in Event Management, Hospitality, Marketing, Communications, Public Relations, Business Administration, or a related field.
• 3-5 years of experience in event planning, project management, or related roles, with a proven track record of organizing successful large-scale events, conferences, or corporate gatherings.

Requirements:

• Proficiency in Cvent event management system
• Hands-on experience with event logistics, vendor management, budgeting, and contract negotiations
• Excellent written, verbal, and interpersonal communication skills
• Strong organizational and time-management capabilities
• Outstanding customer service and member support skills
• Ability to thrive in fast-paced environments while maintaining attention to detail
• Skilled at resolving issues quickly and effectively under pressure
• Positive, professional demeanor in all situations
• Proficient with MS Office and spreadsheets, tech-savvy overall
• Quick learner, able to adapt to new tools and technologies
• Self-driven with the ability to multi-task and prioritize effectively
• Independent problem-solver with the ability to work autonomously
• Available for occasional overnight travel
• Familiarity with SmartSheet, WordPress, Informz, and SurveyMonkey

WHO WE ARE

UIDP (www.uidp.org) is a global nonprofit membership association that helps great innovation companies and world-class research universities develop new and better collaboration approaches. UIDP is a recognized convener of thought leaders and practitioners, identifying high-impact strategies so companies and universities (along with other interested parties) can improve the return on investment from their partnerships. UIDP’s operating model is predicated on being agile and producing high-quality products that meet the community's needs.

OUR TEAM

As the quality and impact of UIDP’s work continue to gain recognition, our team has experienced rapid growth over the past five years to keep up with the increasing demand. Despite this growth, we maintain the vibrant spirit and energy of a mission-driven start-up. We’re united by a clear, ambitious vision while embracing a highly agile organization's inherent ambiguity and urgency.

Exciting growth opportunities await! At UIDP, we believe in investing in our staff to help them achieve their personal and professional goals. Team members are encouraged to enhance their skill sets through professional development initiatives, and we actively promote them from within, offering pathways for those seeking greater responsibilities. Join us and be a part of our dynamic journey!

LOCATION

This position is located in Columbia, SC, USA. UIDP operates under a hybrid work schedule, and staff work 3-4 days/week in the office after initial onboarding.

COMPENSATION AND BENEFITS

This full-time, exempt position offers a competitive salary that reflects the value we place on our team members' contributions. Beyond financial compensation, we provide a comprehensive benefits package to support your well-being and promote work-life balance. This includes extensive health, dental, and vision insurance to ensure you're well-covered.

We also offer a strong retirement plan to help you prepare for your future and generous paid time off to encourage rest and personal time. At UIDP, we are committed to supporting your professional growth through access to training, workshops, and mentorship opportunities designed to help you advance your career.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Non-profit Organizations

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