Event Manager

Event Manager

LSAC's mission is to advance law and justice by promoting access, equity, and fairness in law school admission and supporting the learning journey from prelaw through practice.

Pay rate: $60,000 to $64,000, depending on experience

This is a hybrid position.

The Event Manager is the leader of arranging logistics for various events, including conferences, tradeshows, workshops, and governance meetings (both in-person and digital), at the direction of the Director of Events. Updates specification documents for the physical needs for these events including sleeping and meeting rooms, food & beverage needs, Audio Visual needs, etc. Provides a first-round review of contracts for legal. Proactively comes up with creative solutions before the customer knows there is an issue.

Responsibilities

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The individual employed in this position will be required to:

• Manages proposal process for hotel and restaurant selections.
• Provides first-round review of contracts for events, including: hotels, transportation, caterers, restaurants, entertainment, speakers, convention staff, and drayage.
• Manages proposal process for other vendors, including Destination Management Companies, AV Companies, Drayage, and Décor companies.
• Plans invoicing procedures with the Finance boundary.
• Sets up meetings with all event stakeholders in all boundaries.
• Creates a logistical project plan for assigned events.
• Responsible for logistical arrangements for events.
• Plans menus and coordinates audio visual for events.
• Oversees rooming lists for event participants.
• Builds/maintains registration system (Cvent, Survey Gizmo, or Forum Event Control Center), monitors registrations, and communicates with registrants as necessary.
• Acts as on-site contact for selected meetings.
• Oversees supplies and shipping to conferences and meetings.
• Prepares On-site Contact Information document when not acting as on-site contact.
• Prepares meeting notices/invitations for governance meetings.
• Provides logistical information for all correspondence and content for the event (program, website, representative packets).
• Collects speaker or volunteer names and contact information for invitations.
• Sends invitations to speakers, assists speakers with the submission of session titles, descriptions, content-related materials, biographies, and alerts team and/or following up when information is not received in a timely manner.
• Responsible for ensuring accuracy and coding of bills, and event budget adherence.
• Trains onsite staff and manages onsite staff schedules and tasks.
• Ensures that signage for event is accurate, and has new signage created if necessary.
• Arrange virtual events in Zoom or other platforms when necessary.

Competencies

• Must be self-motivated, flexible and diplomatic.
• Ability to exercise independent judgment and confidentiality required.
• Required to monitor and coordinate several projects simultaneously.
• Must be able to keep work organized with attention to detail while meeting project deadlines.
• Must be able to work under pressure of conflicting priorities to meet deadlines.
• Ability to provide outstanding customer service at all times, including under tight deadlines.
• Positive attitude with the ability to gracefully handle last-minute tasks under pressure.
• High comfort level with a collaborative work process and collegial working environment.
• Strong working knowledge of Microsoft Office Suite: Word, Excel, PowerPoint, Outlook as integral part of day-to-day activity.
• Strong communication skills such as, but not limited to: participation in frequent oral discussions and preparation of written communications, such as letters, memos, newsletters and e-mail messages both inside and outside the company.

Qualifications

Education and Experience

• Bachelor's degree or equivalent experience preferred.
• Minimum of two years' experience in the business events industry, including onsite/field experience.
• Certified Meeting Professional designation a plus.
• Cvent and Zoom experience a plus.

Supervisory Responsibilities

This position requires the ability to train internal and external staff at on-site events.

Position Type

The LSAC standard business hours are Monday-Friday, 8:30 a.m. - 4:45 p.m. ET. While these are the standard office hours for LSAC, as an exempt employee, the employee will be expected to work the hours necessary to satisfactorily complete their assignments in a responsible and professional manner.

Work Environment

• This job operates in a hybrid environment, and will require 1-2 days a week at LSAC's headquarters in Newtown, PA. This role routinely uses standard office equipment such as computers, phones, and photocopiers.
• When onsite at events, employee will execute event logistics at hotels and other venues and must be comfortable in these environments.

Travel Requirements

Up to 15% of travel is required for this position.

Physical Demands

• While performing the duties of this job, the employee is regularly required to write, hear, speak and present materials.
• Employee must be able to lift up to 25 pounds while preparing supplies for events.
• Employee must be able to perform repetitive motions (i.e., stuffing packets, ripping and separating name badges) on a regular basis.

Additional Information:

Please note that this job description may not contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Job responsibilities may change at any time with or without notice.

Except as otherwise provided by law, all terms of employment are subject on an at-will basis and can change at any time.