Events Specialist

POSITION SUMMARY

Reporting to the Director of Events and Community Outreach, the Events Specialist plays a crucial role in fulfilling the mission of TPT. The Events Specialist serves as a convener and facilitator, engaging our audiences both in person and virtually. This role requires a proactive, forward-thinking approach, the ability to partner and strategize with leaders, organize people, logistics, and information, and ensure TPT values are at the forefront of every touch point.

Compensation: $68,000 to $74,000 or annually in addition to company provided benefits. [

Hybrid Work Environment: Candidates must live in or be willing to relocate to the Twin Cities Metro area and report to onsite office a minimum of three days per week.

This role is one of 3 Event Specialists who collaborate on all events, alternating between lead and support roles for each event.

MAJOR AREAS OF RESPONSIBILITY

Internal & External Events

* Act as a key point-person for events in our organization. Assist with events staff and contractors and attend all organization events as assigned. * Facilitate efficient and effective planning and meetings for events. * Create best practices, templates, timelines, policies, and procedures to ensure intention and structure for TPT event planning. * Support partnerships with internal TPT departments in event planning, setup, execution, and cleanup. * Assist with ensuring all internal TPT departments receive needed events support. * Assist with managing external vendors. * Assist with budget management for assigned events. * Maintain detailed files, contacts, and other shared information and systems. * Coordinate logistical aspects surrounding events, such as creating event plans, planning promotion materials, event flow and staffing, food/beverage, décor and rentals, managing staff, vendors, consultants, and volunteers assisting with events, ticketing, and merchandise sales. * Assist with conducting site visits to find appropriate and cost-effective venues. * Assist with creating scripts and schedules for event programs. * Assist with creating post-event recaps.

Strong Team Collaboration

* Work closely with fellow Events Specialist, alternating between lead and support roles for each event to ensure seamless execution and mutual support. * Demonstrate exceptional teamwork skills by actively contributing to a positive team environment. * Work collaboratively with colleagues across departments to achieve common goals, support team members, and foster a culture of mutual respect and cooperation.

External Event Coordination (40% of time)

* Examples: TPT’s Booth at the Minnesota State Fair, Be My Neighbor Day, screenings, and other local events both community and content-driven. * Assist with planning, logistics, and execution of events. * Communicate with internal and external clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.

Internal Event Coordination (40% of time):

* Examples: All Staff Meetings, other Staff Events, Donor Events, and Member Events. * Assist with planning, logistics, and execution of internal TPT events. * Collaborate with colleagues and internal TPT departments to manage deliverables. * Communicate with internal clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.

Volunteer Management (15% of time):

* Co-Manage a pool of volunteers. * Create and manage volunteer postings. * Develop and conduct volunteer orientation and training. * Ensure volunteers are staffed to support both on-site and off-site events & activities. * Utilize the most efficient procedure for volunteers. * Maintain accurate records and provide timely statistical and activity reports on volunteer participation. * Communicate with internal departments regarding volunteer requests and management of the volunteer pool.

Other duties as assigned (5% of time):

* Participate as an active member of the MarComm Team. Contribute to shared goals and collaborate with colleagues across all departments on the achievement of priorities. * Cultivate a fun, engaging, and balanced work environment. * Other duties as assigned.

QUALIFICATIONS

Required Experience

* 4 years of previous project management experience. * 4+ years of experience working in live and virtual events. * A self-starter with strong ability to take initiative and work independently. * Ability to recognize and respond quickly and professionally to any unexpected situation. * Ability to work outside traditional business hours –night and weekend time required. * Exceptional attention to detail. * Exceptional communications and organizational skills. * Must have strong creative problem-solving skills. * Must be capable of multi-tasking and managing numerous projects simultaneously. * Ability to coordinate and mobilize others. * Must have reliable transportation. * Must pass background check for driving a TPT-owned vehicle. * Must have ability to safely lift and carry approximately 25lbs.

Preferred Experience

* Bachelor’s degree in Hospitality, Theatre, Stage Management, Event Management or other related fields. * 1+ years of experience working with volunteers. * Experience with high-end, formal events. * Experience with community events. * Experience with family/children events. * Experience working with Food and Beverage service. * Experience/expertise with audio-visual equipment and technology. * Experience with AirTable, Better Impact, Eventbrite, RSVPify, Better World, Word Press, Canva and/or Engaging Networks software systems.

Knowledge, Skills and Abilities

* Strong computer skills: Microsoft Office Suite – Outlook, Word, Excel, OneDrive, Teams, the Adobe Creative Suite. * Strong focus on audience and end user needs. * Strong organizational and time management skills. Able to multitask in a fast-paced, time sensitive production environment. * Strong budget and financial management skills. * Excellent oral and written communication and interpersonal skills. * Ability to work collaboratively and communicate effectively with all team members across multiple departments. * Ability to travel to locations in the greater metro area on a frequent basis. Occasional travel out of the state. * Represent TPT with courtesy and professionalism. * Commitment to advancing Inclusion, Diversity, Equity and Accessibility (IDEA) priorities within the organization.