Event Management Specialist

Position Summary The Events Associate helps keep the organization's newest space for collaboration and community running smoothly. Sitting within the Meeting Planning & Events team, this person plans and delivers a broad mix of meetings, events, and convenings designed to advance the organization's mission and deepen ties with grantees, nonprofit partners, civic leaders, and staff. The Events Associate takes the lead on the co‑working space events while working hand‑in‑hand with the Manager, Meeting Planning & Events, and the wider team, which together handles event planning, vendor relationships, logistics, and execution across the organization's spaces. Essential Duties and Responsibilities Event Planning and Coordination (85–90%) Plan and carry out meetings, events, convenings, and special programs, both organization-hosted and partner-hosted. Guide event organizers through planning and execution, advising on design, logistics, timelines, operational needs, and organizational policy, while acting as the on-site point person to keep things running smoothly and solve problems as they come up. Build event plans and execution strategies that support a successful outcome and align with the organization's goals. Handle event logistics, room bookings, catering, A/V, registration, guest coordination, signage, materials, and room setup. Keep timelines and planning documents up to date so every part of an event comes together on schedule. Manage guest lists and visitor check-in in line with organizational and building security requirements. Work closely with internal teams, building management, and outside vendors and caterers to deliver events without a hitch. Use sound, independent judgment to head off event issues before they escape. Suggest and put in place improvements to how events run, the guest experience, and processes generally. Deliver a genuinely welcoming, service-minded experience to everyone who attends an event. Get event spaces fully ready ahead of time, testing displays, projectors, microphones, video conferencing, hearing loop systems, and other presentation equipment so everything works when it counts. Co-Working Community Engagement Support (10–15%) Team up with the Community Manager on member events, networking sessions, orientations, and other community-building programming. Help plan and run programs that build connection and collaboration among the people who use the co‑working space. Help keep the space welcoming, professional, and inclusive for members, guests, and partners alike. Collect feedback from participants and bring forward ideas to make the member and guest experience even better. Qualifications Bachelor's degree preferred. At least five years of progressively responsible experience in event planning, hospitality, venue operations, conference services, or a similar field. Track record of juggling multiple projects and events at once. Experience owning event logistics from initial planning through final execution. Strong organizational skills, with a demonstrated ability to work independently, make sound calls, and manage complex projects and priorities with minimal oversight. Comfortable resolving everyday tech issues and providing hands‑on support to end users during meetings and events. Strong written, verbal, and interpersonal communication skills. A track record of building relationships and working well across a range of stakeholders — senior leaders, nonprofit partners, vendors, and community members alike. Solid working knowledge of Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams. #J-18808-Ljbffr