Events Manager

Event Coordinator

The primary responsibility of this position is to plan and organize program events and meetings for the National FFA Convention, and non-convention-related events for the National FFA Organization and Foundation. Responsible for all operational, implementation, and pre/post-event activities.

Essential Functions

• Assist the department director with strategic goals and decision-making.
• Oversees multiple projects related to conventions and events simultaneously.
• Manage organizational program events and meetings, including collaboration with staff and clients to plan and organize events and meetings, as well as new conference programs as they are developed.
• Manage event orders for equipment, decorating, catering, audio-visual, transportation, room setups, and other logistical needs.
• Manage travel logistics, food and beverage arrangements, hotel accommodations, and other event-related logistics.
• Occasionally travel to various conferences to assist with event logistics and management.
• Oversee event budgets up to $500,000 annually.
• Assist the department director in developing and managing the budget responsible allocation of resources and adherence to financial targets.
• Identify opportunities for cost savings and efficiency improvements while maintaining high standards of quality and service delivery.
• Help drive logistical coordination to bolster revenue growth through meticulous planning and execution.
• Lead pre and post-event activities, including pre-cons, debriefs and invoicing.
• Attend other shows and conferences to discover new partnerships ideas and tools.
• Work closely with the organization's foundation to provide accurate information for securing sponsorships.
• Assist with post-event activities, including debriefs and invoicing.
• Collaborate with the director of events and event managers too develop event budgets and ensure all expenses and payments are processed and remain within budget.
• Creates and abides by SOPs, timelines and guidelines created that align with the CEM strategic plan.
• Other duties as assigned.

Skills and Core Competencies

• Provides on-site support and understands event protocols.
• Defines event goals, objectives, and implementation plans aligned with organizational mission and brand.
• Maintains data integrity in registration systems and is proficient with computer software and phone communication.
• Manage schedules and relationships with temporary staffing services for onsite registration.
• Develop learning guides to support departmental customer service.
• Generates and distributes reports across departments.
• Prioritizes tasks, organizes effectively, and demonstrates strong time-management and multitasking abilities.
• Initiate pre-event and onsite communication with clients and stakeholders.
• Provides excellent customer service to both internal and external customers.
• Collaborates to understand stakeholder needs and develop responsive processes.
• Maintains dependable attendance and punctuality.
• Demonstrates confidence in decision-making and problem-solving.
• Ensures responsible resource allocation and adherence to financial targets.
• Builds and maintains positive relationships with stakeholders, contractors, venue staff, and vendors.
• Works closely with internal and external clients to align event execution with organizational goals.
• Displays flexibility and independence in a dynamic environment.
• Exhibits strong leadership, interpersonal, listening, written, and verbal communication skills.
• Maintains clear and professional communication with all event stakeholders.
• Shares information effectively through reports, guides, and direct interactions.
• Fosters a welcoming, supportive, and growth-oriented environment for all FFA colleagues, students, teachers, and stakeholders.
• Prioritizes staff and member well-being.
• Actively challenges prejudice and promotes inclusivity, dignity, and respect.
• Demonstrates kindness, accountability, and care for others.

Education

• Bachelor's degree in events, hospitality management or related field or relevant experience (1 Year Toward Degree for 2 Years work experience).

Experience

• Five years' experience in events, hospitality or meeting management, or equivalent.
• Excellent track record planning and executing successful events of varying sizes and complexities.
• Proficiency in event management software and Microsoft Office Suite.

Physical Demands

Sedentary work. May lift up to 50 pounds occasionally, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. Employees are required to have close visual acuity to perform activities; viewing a computer terminal; extensive reading.

Work Environment

Indoor, cubicle environment. Hybrid working location. Must be on-site at Convention for the week in October and some other events as needed, most likely in June/July.

Travel

20% (Convention / As Needed) Needs to be eligible for rental car privileges.

Overnight Travel

20% As Applicable

FFA Values

Integrity: "Upfront and Honest Always" – Do what is right, all the time. Choose Courage over Comfort. Be open and Truthful

Respect: "We Before Me" – Be Considerate and Courteous. Respect differences in all interactions. Encourage and recognize others.

Accountability: "Do It, Own It" – Take Initiative, do what you say you will do. Own Mistakes.