Avixa
Event Manager
Avixa, Boston, Massachusetts, us, 02298
Position Summary:Reporting to the Managing Director, the Event Manager promotes PRIM&R’s position as a thought leader in the field of research ethics and oversight through the execution of exemplary events. The Event Manager is the sole person responsible for the logistical planning and execution of various events that support our mission and engage our community. These include educational programs, staff retreats, volunteer council/board meetings and an annual conference. The annual conference is our largest event, offered both virtually and in-person, and is attended by ~3,000 people.What you’ll do:Manage the planning and execution of PRIM&R events, including contract negotiations, AV/equipment needs, event layout, housing, food and beverage, security, transportation, entertainment staffing, and décor.Nurture and build relationships with vendors, venues, and other industry contacts while crafting and implementing the creative and logistical aspects of all events.Solicit proposals and negotiate contracts with and manage external vendors.Monitor room pick-up and housing lists with host hotels. Manage housing for staff, vendors, and VIP attendees. Conduct pre- and post-event audits.Manage the design, creation, production, and packaging of graphics and signage.Manage and coordinate the storage, organization, and maintenance of assets in the warehouse.Manage the smooth execution of exhibit, equipment, and asset delivery, focusing on cost-effectiveness and logistical efficiency.Work with general contractor to design the exhibit hall and handle all exhibit hall components (rigging, electrical, technology, union, loading docks, etc.)Ensure PRIM&R events comply with legal, insurance, health, and safety regulations at all times.Locate resources, conduct site visits, and lead pre-event meetings to help staff make decisions about event design.Collaborate with Marketing and Communications on creation of event collateral.Create and maintain event timelines to keep events moving forward. Establish procedures and train staff to execute them.Address any issues that arise during the course of the event or regarding the event logistics and planning.Manage and track budgets of up to $5M, including negotiating vendor contracts, monitoring expenses, and identifying cost-saving opportunities while maintaining event quality.Keep abreast of industry trends and technology, recommending new methods to enhance efficiency and attendee experience. Evaluate event success and provide recommendations for improvement.What we’re looking for
:Bachelor's degree in event management, hospitality, marketing, or related experience with proven success in event planning or coordination.5-7 years of direct work experience in planning and managing multiple meetings, simultaneously, preferably in a professional association or corporate setting.Proven ability to independently plan, organize, and execute large-scale events, including experience managing logistics for conferences or meetings with 3,000+ attendees.Proven expertise in sourcing and securing optimal locations for large-scale annual meetings, including identifying and negotiating contracts with suitable cities, hotels, and convention centers. Demonstrated ability to develop and execute strategic sourcing plans, conduct on-site inspections, and manage complex event logistics that vary by city.Self-motivated team player with the ability to meet deadlines, remain flexible, and adjust to changing priorities in a fast-paced environment.Excellent writing, communication, and interpersonal skills; ability to effectively work with a variety of partners.Strong project management and planning skills with the ability to strategically manage competing priorities as necessary.Excellent computer and organization skills. Experience with Microsoft Office Suite, Asana and Salesforce (or another database) preferred.Ability to handle pressure and make good decisions quickly.Relationships
:Internal: Works closely with all departments within PRIM&R on all logistical aspects of events.External: Nurture and build relationships with vendors, venues, and other event contacts while crafting and implementing the creative and logistical aspects of all events.
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:Bachelor's degree in event management, hospitality, marketing, or related experience with proven success in event planning or coordination.5-7 years of direct work experience in planning and managing multiple meetings, simultaneously, preferably in a professional association or corporate setting.Proven ability to independently plan, organize, and execute large-scale events, including experience managing logistics for conferences or meetings with 3,000+ attendees.Proven expertise in sourcing and securing optimal locations for large-scale annual meetings, including identifying and negotiating contracts with suitable cities, hotels, and convention centers. Demonstrated ability to develop and execute strategic sourcing plans, conduct on-site inspections, and manage complex event logistics that vary by city.Self-motivated team player with the ability to meet deadlines, remain flexible, and adjust to changing priorities in a fast-paced environment.Excellent writing, communication, and interpersonal skills; ability to effectively work with a variety of partners.Strong project management and planning skills with the ability to strategically manage competing priorities as necessary.Excellent computer and organization skills. Experience with Microsoft Office Suite, Asana and Salesforce (or another database) preferred.Ability to handle pressure and make good decisions quickly.Relationships
:Internal: Works closely with all departments within PRIM&R on all logistical aspects of events.External: Nurture and build relationships with vendors, venues, and other event contacts while crafting and implementing the creative and logistical aspects of all events.
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