• Senior Associate, Conference and Event Services

    Location US-DC-Washington
    Posted Date 2 months ago(4/2/2019 4:49 PM)
    Job ID
    2019-5871
    Department
    Workplace Services
    Company
    The Pew Charitable Trusts
  • Overview

    The Pew Charitable Trusts uses data to make a difference. For more than 70 years, we have focused on serving the public, invigorating civic life, conducting nonpartisan research, advancing effective public policies and practices, and achieving tangible results. Through rigorous inquiry and knowledge sharing, we inform and engage public-spirited citizens and organizations, linking diverse interests to pursue common cause. We are a dedicated team of researchers, communicators, advocates, subject matter experts, and professionals working on today’s big challenges – and we know we are more effective and creative collectively than we are individually. With Philadelphia as our home town and the majority of our staff located in Washington, DC, our U.S. and international staff find working at Pew personally and professionally rewarding.

    Wise stewardship of resources allows Pew employees to pursue work that strategically furthers our philanthropic mission in significant and measurable ways. We collaborate with a diverse range of philanthropic partners, public and private organizations, and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society. Pew attracts top talent, people of integrity who are service-oriented and willing to take on challenging assignments. We provide competitive pay and benefits, a healthy work-life balance, and a respectful and inclusive workplace. Pew employees are proud of their colleagues, proud of where they work, and proud of the institution’s reputation.

    Department Overview
    The Workplace Services (WPS) Department manages Pew’s integrated facilities management portfolio, a state-of-the-art Conference Center, event and the organizations enterprise wide organizational continuity management program. The department consists of the following core functions:

    • Conference and Event Services (CES)
    • Integrated Facilities Management (IFM) 
    • Organizational Continuity Management (OCM) 

    Event Management
    The Event Management 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, including finalization of all billing to internal and external guests.

    The event management staff, a highly guest service oriented team, develops internal and external policies and procedures concerning event management requiring group rooms and also effectively plans all of the logistics of the meeting including room setup, audio visual, transportation, housing and food and beverage and any other needs.

    Position Overview
    The Senior Associate, conference center and event services position reports to the Senior Manager, Conference and Event Services located in Washington, DC. The Senior Associate is responsible with the Event team, for managing logistics for all meetings, conferences, and convening’s hosted by Pew throughout the world. This position is responsible for leading all logistical needs including organizing food and beverage, audio visual, transportation, registration pages, signage, room setups, and all other needs This position is also the primary contact for all vendors, attendees or any third-party company directly involved in the management of the event.

    To be successful, this individual must be customer-focused and able to navigate in a complex internal structure work with multiple levels of management, possess excellent organization and communication skills; have demonstrated experience and success in event management; budget management, knowledge of online event management software, specifically Cvent, experience managing people in an indirect reporting relationship; provide training/coaching to staff; be guest service oriented; and work well in a team environment.

    Responsibilities

    • Direct the planning and execution of The Pew Charitable Trusts’ 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.
    • Determine menus, room setup, A/V, for all events.
    • 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.
    • 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.
    • Serve as primary liaison for all meeting-related vendors.
    • Negotiate contracts focused on event management. Coordinate with legal to ensure all contracts meet Pew’s process requirements and standards.
    • Work with programmatic staff to ensure contracts for the travel management company are submitted and paid in a timely manner.
    • Utilizing Pew’s registration software, Cvent, demonstrate proficiency and ability to create registration pages, invitations and all communication to attendees for all events through the online event management software system.
    • Develop and manage meeting and event related budgets through all phases of event planning.
    • Review all invoices and billing and ensure processing for payments for every event.
    • Conduct regularly scheduled meetings with staff (internal clients) to seamlessly coordinate program content with event logistics.
    • Help to identify and train staff to assist with onsite event management.
    • 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 senior manager 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

    • Bachelor's degree required.
    • A minimum of four years of event planning experience required.
    • Demonstrated experience coordinating meetings and complex travel arrangements.
    • Experience managing contracts and vendors preferred. Strong negotiation skills in order to receive the best rates on vendor contracts for events.
    • Responsiveness to requests and commitment to providing high quality service. Maintains a customer service demeanor at all times.
    • Experience with Cvent registration software is required. Cvent certification preferred.
    • Certified Meeting Professional (CMP) accreditation preferred.
    • 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.
    • Attention to detail, conscientious, proactive and ability to anticipate needs. Monitors and double-checks work and information for accuracy and quality.
    • Flexibility to work as part of a team or independently to meet goals. Self-directed to take action and resolve issues.
    • 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.
    • Ability to understand organizational structure and work through administrative systems and processes. Asks appropriate questions to facilitate work being completed.
    • Knowledge of SalesForce is preferred.
    • Basic HTML knowledge.
    • 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.

    Travel

    Regular overnight travel anticipated for meetings and conferences.

    Total Rewards
    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 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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