Event Manager

Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions. This work involves liaising with colleagues (both faculty and staff) across the School of Public Health and CTML’s industry partners. This position assumes complete ownership for event execution, including planning and organizing, managing logistics such as facilities, tickets, audience management activities, concessionaires, caterers, and vendors, and interacts directly with speakers, guests, and maintenance staff/vendors alike. Manages events marketing and publicity and assists in distributing a monthly events section in the center’s newsletter. Uses skills as a seasoned, experienced professional, to provide comprehensive project management and production of events ranging from small (15 people) to large (international, multi-day, multi-track conferences, with hundreds of attendees both in person and online). Lead the planning, project management, and production: In-person and livestreamed events ranging from 40 to 1,000 attendees, ensuring smooth, effective execution. Proactively identify, troubleshoot, and resolve potential and actual issues using tact, sensitivity, discretion, and political acumen. Event types include annual conferences (onsite and remote) and high-profile one-off speaking engagements. Oversee and execute event-specific tasks: Includes developing project schedules; managing publicity timelines; creating risk assessment and mitigation plans; contracting vendors (e.g., catering, technology support, event equipment and furniture, photography, janitorial, parking services); procuring supplies; creating run-of-show documents; communicating with speakers and VIPs; identifying appropriate venues; coordinating with program participants to gather biographies, photos, and presentation titles for event publicity and online titling; and determining parking, transportation, and catering needs. Manage event logistics: Preparing budgets; coordinating staffing plans; arranging travel; and preparing all event materials, including programs, timetables, signage, and printed collateral. Responsibilities also include purchasing event-related items such as catering, mementos, parking vouchers, and floral arrangements, and initiating contracts for catering, valet parking, venues, equipment, and technical services. Contribute to and participate in long-range event planning: Supporting strategic planning for future unit events. Develop and maintain guest lists: Ensures accurate and complete attendee information for each event. Develops and implements event budgets, demonstrating good judgment in making decisions and managing events while ensuring that internal overall event services’ unit costs do not exceed budgeted allocations. Ensures that event-related expenses are processed in a timely fashion and according to campus policy. Reconcile invoices and in the UC Berkeley BFS system. Maintain events calendar on CTML website; promote and publicize events within the School; work to ensure events are included in calendar and communications; write event section and assist in distribution of monthly newsletter. Mentors and oversees the work of less experienced events staff. Participating in workshops, trainings, and other professional development opportunities; may participate in committees, projects, and other service activities. Other duties, as assigned. Thorough knowledge and understanding of concepts, principles, and practices of event planning and public relations, including event design, organization, and production; possession of good judgment in making decisions and managing events. Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure. Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation. Knowledge of virtual meeting technology, including Zoom, Facebook Live, and YouTube Live, and knowledge of best practices for event and video accessibility. Demonstrates good judgment in making decisions and managing events. Skill in effectively meeting budget and time constraints. Demonstrated organizational and project management skills to work successfully with clients to produce high-quality events that meet client needs and appropriately represent the campus for fundraising events. Skills to provide excellent donor stewardship. Highly developed interpersonal communication skills, including political acumen and social perceptiveness. Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities. Highly developed judgment, decision-making, and problem recognition / avoidance / resolution skills, including skill in determining those issues / problems that need to be brought to management's attention. Knowledge of principles and practices of volunteer recruitment, supervision, motivation and evaluation. Proven ability to work on several tasks simultaneously. Skill at responding effectively to priorities and setting deadlines. Ability to complete a large volume of diverse tasks efficiently, meeting established deadlines. Experience in maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to effectively work with invited guests, donors, government officials and university VIPs. Knowledge of crowd management, crowd safety protocols, security and emergency procedures related to small, medium and large scale gatherings. Ability to give clear directives and use independent, rational judgment to make optimal decisions. #J-18808-Ljbffr Insight Global