Purpose & Objectives
The Events / Convening Specialist is responsible for leading on developing and implementing a proactive and planful approach to signature Foundation events and convenings. This position is responsible for collaborating with a wide range of internal and external constituents and maintaining strong working relationships with Foundation staff, local community leaders, donors and other parties. The Events and Convening Specialist works strategically to motivate and encourage a broad range of partners and prospects to join and deepen efforts of the Foundation.
Salary is $55,000 per year.
Essential Duties & Responsibilities
STRATEGY ALIGNMENT & PLANNING / EXECUTION
- In collaboration with Foundation leadership, work across Foundation to understand strategic priorities and how they can be enhanced through well-planned and strategic events
- Take a planful approach in developing annual calendar and individual event work plans
- Collaboratively develop and communicate work plans that include event goals, objectives, and budgets, timelines, and staff roles
- Serve as an internal resource for colleagues charged with planning GMF and related events Event Production and Management
- Lead on implementing event work plans, which includes collaboratively working across the Foundation to ensure timely and streamlined event planning
- Serve as lead writer for invitation language and other related event collateral
- Collaborate to identify and assign appropriate volunteer support for events
- Manage event production vendors, including AV and tech teams, staging suppliers, caterers, valets, and any talent hired specifically for events
- Prepare internal documents to articulate anticipated outcomes, invitation details, program timelines, program scripts, staff roles, seating charts, etc.
- Schedule and prepare pre-event CEO briefings for high profile events
- Actively track event expenses and maintain accurate records of invoices and contracts
- When appropriate, develop sponsorship packages to solicit financial support for signature events Event Analysis and Follow Up
- Lead post event debriefings with a focus on continuous improvement – review data and metrics, understand whether event objectives were met, and summarize to inform future planning
- Ensure event follow-up is executed and communication is shared with event participants
MARKETING AND PROMOTION
- Participate in MarCom meetings to ensure alignment and strong collaboration among teams
- Oversee development of collateral, including invitations, programs, handouts, slide presentations, and video presentations Special Projects
- Lead on developing marketing plan development and implementation to successfully promote the event to targeted audiences.
- Oversee signature events to achieve a consistent brand experience and integrate messaging that supports the goals and objectives of the Foundation
- Strategize the use of marketing and communication assets (video, print, email, social) across multiple platforms to leverage promotional opportunities
- Identify and utilize venues and vendors and platforms that align with the GMF’s brand, mission, and values
- Create annual summary report for signature events with an eye toward maximizing the Foundation’s strategic objectives and brand recognition Brand Management
GMF GATHERING SPACES & HOSPITALITY
- Serves as a liaison for GMF general space and meeting rooms, providing technical assistance for other events and meetings, including Board meetings or other community stakeholder events/meetings that further GMF’s mission
- Collaborate on design and operational improvements for shared spaces such as lobby area branded signage, directional signs, and displays for marketing materials Non-Essential Duties
- Responsible for ordering and ensuring general lobby spaces are appropriately supplied and stocked with coffee, beverages, throughout the day
- Provides support and technical assistance for other events and meetings when needed, including Board meetings or other community stakeholder events/meetings that further GMF’s mission.
- Collaborates on design and operational improvements for shared spaces, such as lobby area branded signage, directional signs and displays for marketing materials.
- Participates in assigned meetings, events and training as required.
- Assists in the creation of annual goals and objectives for the Marketing Communications Department, which includes carrying out marketing and strategic messaging activities as identified in the team’s annual goals.
- Performs other duties (or functions) as assigned.
To perform this job successfully, an individual must be able to carry out each essential duty in a satisfactory manner. The job specifications listed below are representative of the knowledge, skill and/or ability (KSAs) and experience required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education & Experience
- An Associate degree or bachelor’s degree, plus previous experience working all aspects of event/meeting planning and execution of complex event-types. Hospitality and administrative services required; in the nonprofit industry preferred.
- Certification in meeting planning preferred; courses in business management, economics, hotel and hospitality management and communications highly desirable.
- Five (5) or more years of experience in event planning and administrative duties.
Knowledge, Skills & Abilities
- Ability to support the mission, vision and values of the Greater Milwaukee Foundation and abide by applicable standards of conduct, policies and procedures.
- Ability to interact effectively and respectfully with people from diverse personal, cultural and/or professional backgrounds and develop authentic relationships with partners and stakeholders.
- Ability to collaborate with other team members and in cross-departmental settings.
- Strong ability to work with all presentation and AV equipment; expertise in troubleshooting software errors.
- Strong problem-solving and collaborative skills, including the ability to develop innovative approaches and ideas and meet challenges with resourcefulness.
- Proficient in Microsoft Office Suite applications (i.e. Outlook, Word, Excel, PowerPoint specifically), web-based applications and databases.
- Excellent written and verbal communication skills, as well as presentation skills.
- Demonstrated knowledge of event planning and coordination with the use of outside vendors.
- Ability to interact effectively with people from diverse backgrounds.
- Self-motivated and able to work independently.
- Creative thinker.
- Must be honest, dependable and able to meet deadlines.
- Must be organized and able to handle multiple tasks.
Certifications, Licenses, Registrations
- Must have a valid driver’s license, proof of auto insurance and reliable transportation.
- Sitting most of the time with some bending and reaching.
- Standing, walking and bending on a fairly regular basis
- Engaging in repetitive movement of wrists, hands and fingers – typing and/or writing.
- Working frequently at close visual range (i.e. preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading).
- Expressing or exchanging ideas by means of the spoken word.
- Receiving and responding to oral communication.
- Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
- Work is generally performed in an office environment.
- Office space is an open-concept environment (no offices).
- Moderate noise (e.g. business office with computers and printers, light traffic, human voices).
- Standard office equipment is generally used (e.g. telephone, computer, printer, photocopy machine, calculator).
Work Schedule & Travel Requirements
- GMF offers a flexible work environment.
- Employees are required to be available and engaged in work-related activities during the core working hours of 9:00 a.m. - 3:00 p.m.
- May be required to travel locally for work-related conferences and meetings.
- May be required to attend events or meetings outside of normal work hours (no more than 10 hours per month)