• Senior Manager, Conference and Event Services

    Location US-DC-Washington
    Posted Date 2 months ago(5/3/2018 8:51 AM)
    Job ID
    2018-5468
    Department
    Workplace Services
    Company
    The Pew Charitable Trusts
  • Overview

    The Pew Charitable Trusts is driven by the power of knowledge to solve today’s most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.

     

    We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.

     

    Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the public interests.

     

    With offices in Philadelphia, Washington DC, Australia, Brussels and London, and with additional staff in other regions of the United States and around the globe, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.

     

    Position Overview
    The Pew Charitable Trusts is seeking a talented senior manager for the newly formed Workplace Services Department (Conference and Event Services -- both external and internal). The senior manager is accountable for driving creative solutions, while integrating conference and event management into a cohesive unit. This position is responsible for the daily operating and fiscal management of the conference center in the 901 E facility and event management for Pew in Washington, DC, throughout the U.S. and internationally. The individual manages all aspects of the conference center planning; internal and external relationships with guests and development of metrics; identifying and utilizing appropriate software resources for contact, reservation and event management. This individual must be able to forecast and maximize conference center utilization, leveraging demand forecasting and monitoring feedback. The senior manager oversees conference center and event staff, and onsite vendors that support conferences. This position reports directly to the Vice President, Workplace Services, and will be based in Washington, DC.

    Conference Center and Event Management

     

    The conference center staff, a highly guest service oriented team, develops the standards and oversees all functions related to meeting operations, housekeeping, physical aesthetics of the meeting space, conference center maintenance, service contracts, and capital projects including asset replacement related to the conference center.

    The event management staff, a highly guest service oriented team, brings together the right mix of external vendors and staff to lead the meeting areas from first inquiry through delivery of all services required for the day-to-day operation of the event.

     

    The conference center and event management staff are also responsible for facilitating all internal and external meeting set-ups including catering services, audio visual and contracts for external meetings in hotels, group rooms, transportation and any other needs. They also ensure the finalization of all billing to internal and external guests.

    Key relationships include collaboration with Pew staff and the following core functions of Workplace Services:
    • Integrated Facilities Management (Facilities and Building Engineering)
    • Organizational Continuity Management (Business Continuity Management)

    Responsibilities

    • Direct the planning and execution of The Pew Charitable Trusts’ on site conference center, events, meetings and conferences that require meeting space and/or group room nights in Washington, DC, throughout the U.S. and internationally.
    • Arrange and ensure that all logistical details including locating sites, organizing food and beverage, handouts, travel, housing, and meeting space for all events, meetings, and conferences are run effectively.
    • Schedule pre-convention meetings with hotel staff before each event to discuss menus, room setup and A/V and any other needs.
    • Work directly with the travel management companies to set up flights for events, manage the billing and provide approval on flights that are over the approved amounts.
    • Work with programmatic staff to ensure contracts for the travel management company are submitted and paid in a timely manner.
    • Respond to questions from organizers and attendees in less than 24 hours for each event.
    • Research sites and submit request for proposals to venues in order to determine the best available site for each event.
    • Negotiate contracts focused on event management. Coordinate with legal to ensure all contracts meet Pew’s process requirements and standards.
    • Utilizing Pew’s registration software, Cvent, demonstrate proficiency and ability to create registration pages, invitations and all communications to attendees for all events through the online event management software system.
    • Directs the development and implementation of methodologies, processes, and best practices for guest management and event planning.
    • Develop and manage meeting, conference center and event related budgets through all phases of event planning. Review all invoices and billing and ensure processing for payments for every event and the conference center.
    • Prepares post-conference and event reports as required, to include, metrics related to events and conference center management.
    • Conduct regularly scheduled meetings with staff (internal clients) to seamlessly coordinate program content with event logistics.
    • Coordinate with internal clients to confirm and inform legal affairs and government relations of federal or state employees in attendance at Pew events.
    • Collaborate with the vice president to identify relevant professional development opportunities and stay up to date on event planning trends and best practices.
    • Manage other duties and responsibilities as necessary and assigned.

    Requirements

    • Minimum 10 years of experience with a proven track record in conference and event management (internal and external).
    • Bachelor’s Degree in Event, Hospitality and Tourism Management, Marketing or related discipline. Master’s Degree is preferred.
    • Supervisory/Management skills required with at least three years’ experience. Skilled developing and motivating teams with a result oriented approach. Fully knowledgeable of administering performance management (appraisal).
    • Certified Meeting Professional (CMP) or other applicable credentials.
    • Experience with Cvent registration software is required. Cvent certification preferred. Knowledge of SalesForce is preferred.
    • Extensive meetings management experience with both medium and small (<100) meetings.
    • Must demonstrate excellent interpersonal skills and interact professionally and effectively with all levels of staff, guests, and be customer focused. 
    • Outstanding organizational and time management skills; ability to manage the details of several events at different stages simultaneously and a strong capacity to track details is required.
    • Excellent verbal and written communication skills (including proofreading) and the ability to express oneself concisely and clearly using correct grammar.
    • Sound judgment and discretion in handling sensitive matters and a wide variety of people as well as the ability to conduct oneself in a highly professional manner. Makes decisions or choices wisely, after adequately contemplating various courses of action and their potential repercussions.
    • Leadership, high integrity and the ability to gain credibility. Ability to develop and manage productive relationships at all levels.
    • Proven ability to adapt to a dynamic and ever changing environment.
    • Ability to understand organizational structure and work through administrative systems and processes. Ability to work with a wide range of departments cooperatively to accomplish the goals of Pew’s conference center and events.
    • Knowledge of and demonstrated proficiency in the use of office and word processing software (Windows, Microsoft Word, Excel, PowerPoint and Outlook) is preferred. Ability to create simple charts, graphs, flow charts, spreadsheets and other figures.
    • Event and conference experience in the not-for-profit or public domain is preferred. 

    Travel
    This position requires occasional travel, including brief trips to Philadelphia and to conferences, events and meetings.

    Compensation
    As this is a full-time position, we offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to help you maintain a good balance.

     

     

    The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.

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