TITLE: Events Program Specialist
RESPONSIBLE TO: Director of Events & Sponsorships
DIVISION/DEPT: Communication and Public Affairs
FLSA STATUS: Exempt
• Responsible for supporting a comprehensive program of events for the Goodwill enterprise.
• Primary responsibility includes event operation coordination and execution, registration and housing management, inventory management and accounting reconciliation for all Goodwill Industries International, Inc. (GII) events.
A. Maintain event timeline; establishes a work flow schedule to facilitate prompt and accurate handling of all program details.
B. Utilize contract management system to manage contracts approval and execution process.
C. Manage and negotiate any additional hotel needs, destination management company (DMC), ground transportation, photographer and all third party contracts.
D. Monitor attrition dates, cancellation policies and ensure contracted services are executed.
E. Work with creative team to produce program materials.
F. Coordinate and possibly attend site inspections as needed.
G. Coordinate all program details and produce a program itinerary / working agenda that outlines all program specifics and requirements.
H. Work with accounting to complete final bill, review final billing prior to final invoicing to client.
I. Maintain accurate records, system input, and complete file management.
J. Evaluate program goals, objectives and outcomes; plan for continuous improvement.
K. Partner with designated team to communicate registration and air needs, status meetings and continuous communication throughout program.
L. Able to assist with any level of event including those of a complex nature, large volume,
M. Support the site selection process for GII Events including site visits and contract negotiations with destinations and venues.
N. Provide on-site logistics and vendor management in support of content/program for GII events.
O. Lead project specialist for GII events managing event timelines in support of continuous improvement and innovation process for GII events.
P. Manage event budgets for GII events reconciling event revenues and expenses.
Q. Manage marketing integration to include event social media to enhance members’ experience during meetings and to promote continuity across events.
R. Collaborate to integrate sponsorships and tradeshows into events as appropriate.
S. Other duties as assigned.
Internal: Frequent interaction with cross functional team members. Frequent contact with GII subject matter experts.
GII Members: Frequent contact with mem ate at GII events.
External: Frequent contact with vendors.
A. Extensive background in event management with strong onsite event management skills.
B. Ability to maintain high-level of interpersonal skills and customer service under pressure.
C. Strong contract management and negotiating skills for effective vendor relations.
D. Ability to develop innovative new approaches for increased member engagement.
E. Ability to navigate and maximize event technology and social media platforms.
F. Effective data collection and analytics design and reporting skills.
G. Strong understanding of Microsoft Office programs and Adobe.
H. Demonstrated strong project and process management and improvement skills applied to innovative, multi-layered projects.
I. Ability to work with team members from different departments and levels within GII, local Goodwill organizations and others.
J. Ability to translate industry information into easily understood communications for diverse target audiences.
K. Ability to research industry trends and make recommendations for incorporation and implementation.
L. Superior oral and written communication for drafting event marketing material and communicating with members.
M. Strong time management, organization skills and attention to detail that produces high quality work while managing multiple tasks.
N. Ability to work well in a fast-paced, collaborative environment.
O. Ability to adapt to rapid change, learn quickly and deploy new systems and applications.
P. Ability to travel as needed.
Q. Ability to set, manage and meet deadlines under changing conditions and circumstances.
Bachelor’s degree and relevant work experience.
Certified MeetingProfessional (CMP) Preferred.
A. Five or more years of relevant work experience, with professional experience as a meeting planner.
B. Three or more years’ experience working with cross-functional teams and industry-related vendors.
C. Online and digital event marketing experience.
Works independently and make decisions aligned with generalguidance. Prioritizes work based on deadlines and objectives to deliver at expected quality.
Regular - Latitude is given to this position to select appropriate procedure(s). The work is reviewed for the approaches, procedures and methodologies used to complete the work. Some guidance and review may be required on special or unusual work problems and projects. Work is reviewed to assure that it is conceptually sound and meets assignment objectives.
Medium; occasional lifting 50 pounds maximum with periodic lifting and/or carrying of objects weighing up to 25 pounds. Some walking and standing with office setting; may be accommodated.
Frequent travel to include GII event travel up to six days per event, site visit and planning site visits up to two days per visit.
Occasional short deadlines (with little or no notice) and extended work hours. Work environment sometimes hectic with occasional periods of high stress.