New York, NY

Full Time

Job Description:

The Special Events Manager is part of the Development and Outreach Department.  The manager is responsible for planning, coordinating, implementing and overseeing all aspects of local and regional special events, including one-time events, annual and biennial events, and new initiatives from inception to completion, and all event logistics, budgets and promotions. The Special Events Manager also provides event support to various AGBU departments and volunteer committees.

Responsibilities:

Event Logistics

• Organize and coordinate local and regional events
• Provide support to AGBU Chapters/Offices (AGBU Events Guidebook, Event Check List, connections to speakers, advice, etc.)
• Organize and coordinate large-scale and multi-day events including biennial events and meetings, Young Professional gatherings, leadership events and large fundraisers
• Assist and provide support to local volunteer event committees, programs, and departments (may involve event strategy and/or hands-on event work)
• Propose event ideas and strategies, develop work-back schedules, find event venues, book on-site event production, make hotel reservations and airline travel arrangements, prepare ticket sales and seating charts, prepare schedules, agendas, name tags and seating cards, draft presentation materials and remarks, manage all day-of event on-site management (set-up/tear-down), book photographers/videographers, and organize other event logistics
• Serve as primary liaison with vendors and industry organizations to negotiate financials, contracts and to ensure all logistics are clearly communicated and executed
• Collaborate with other local organizations to co-sponsor events and advertise events through various mediums to attract a wider audience
• Organize and run AGBU FOCUS, a 4-day event hosted in a different international city every two years for 350+ young professionals
• Provide support and assistance to the AGBU New York Special Events Committee (NYSEC), a volunteer committee that organizes 3-4 special events in the New York and New Jersey area
• Attend meetings, coordinate finances and organize event logistics and promotions

Event Promotions

• Manage various email accounts
• Coordinate event invitation lists by using AGBU’s database (CiviCRM) and other sources
• Manage RSVPs, event reminders, code event attendees, code event committee volunteers, and tag event photos on AGBU’s digital asset management platform
• Develop event communications plans and work with Communications and Marketing Department to promote events and to extend the reach of local event promotions
• Maintain an up-to-date and active AGBU NY Events Facebook page by creating social media content and posting relevant event information
• Work with Communications and Marketing Department and other AGBU colleagues to expand the page’s followers
• Update event information on standard event websites, and post and track events on the AGBU Event Portal
• Work with Communications and Marketing Department on more complex event website needs

Event Financials

• Oversee a special events budget within Development and Outreach budget
• Maintain budgets from initial cost through final settlement (processing post-event summaries, final invoice reconciliation, expense allocation, reimbursements, and balances, account payables logged in and processed through Intacct) per event and managing year-end financial reconciliations
• Oversee various bank accounts

Requirements- Skills/Qualifications:

• At least 5 years of related professional experience
• Highly organized and detail oriented with excellent time management skills
• Ability to prioritize and manage multiple tasks simultaneously
• Excellent verbal and written communications skills as well as strong interpersonal skills
• Ability to take initiative and propose new ideas, yet be open to ideas from others
• Action-oriented, flexible and innovative approach to problem solving
• Works well independently but also as a member of the team
• Ability to work effectively in collaboration with diverse groups of people
• Professional attitude, pleasant demeanor, energetic and enthusiastic
• Ability to address multiple audiences with respect and professionalism
• Flexibility to work evenings and weekends leading up to and during special events, with some travel for multi-day events
• Knowledge of the Armenian language a plus, but not a requirement
• United States citizenship or residency required

How to Apply:

• Please send cover letter and resume to jobs@agbu.org