Director, Events and Experiences - Hybrid (Los Angeles)

XPRIZE Foundation•Los Angeles, CA

42d•$120,000 - $140,000•Hybrid

About The Position

The Director of Events will lead a strategic, holistic approach to how XPRIZE ideates and executes events and experiences. The Director oversees all production, logistic, and operational aspects of these events and experiences. This includes a robust annual calendar of internally hosted events such as, prize launches, prize awards, networking events,, and fundraising dinners. In addition, the Director will collaborate with integrated marketing on XPRIZE’s participation in global conferences and summits as well as owned B2B summits (general sessions + breakouts). The portfolio of events includes a range of sizes from intimate networking events to 500-person summits both virtual The Director of Events is a key role within the Marketing organization and must be highly nimble, organized, efficient, and able to communicate effectively to both event staff and the XPRIZE leadership. Being able to work cross-functionally and collaboratively is key to the success of this position. This role will manage an event manager, as well as vendors and freelancers, in line with event and Foundation business needs. The Director is charged with maintaining a strong organizational event planning process and calendar to ensure that major events do not overlap or compete with one another. This is a critical role that helps drive both fundraising and engagement for XPRIZE and is charged with ensuring our attendees have a strong and positive brand experience.

Requirements

10+ years of event planning and experiences, covering all aspects of event planning and execution
Agency or non-profit experience preferred
Experience in fast-paced environments, planning multiple events/campaigns simultaneously
Proficiency in CVENT, Crowd Compass, and other event management tools
Experience managing staff, vendors, and third-party support
Exceptional organizational, multi-tasking, and planning skills
Strong interpersonal communication skills and ability to partner with diverse stakeholders.
Able to work well under pressure to meet various production and creative deadlines
Demonstrated agility and flexibility, given internal shifts or evolving goals
Exceptional work ethic and strong integrity
Effective communicator both verbally and in writing. Respects the notion of over-communicating to guarantee thorough execution of all event details.
Ability to financially manage large-scale events, with non-profit budgets in mind
Exceptional vendor management and relationship building
Established network of outside vendors and external resources
Experience leading creative, content, and production strategy internally, along with outside vendors
Ability to travel domestically and internationally to attend various internal and external events.

Responsibilities

Oversee annual planning and calendaring to effectively and efficiently plan and manage resources for the organization
Leverage event production experience to strategically and efficiently lead event strategy, implementation, project management to successfully execute events
Maintain industry knowledge of the most up to date technology and tools and leverage in event execution
Strategize and collaborate with key stakeholders and departments across XPRIZE and externally. Provide feedback for new and existing events by liaising with Executives and Leadership Team
Oversee and develop the operational process required to execute strategic vision for XPRIZE events including event templates, checklists and processes. Create tools to help staff create smaller events including a branded event-in-a-box resource
Act as key liaison between internal partners, event staff, in-house creative and any third party vendors leading up to the event, ensuring that event deliverables/goals are met
Leverage, select and negotiate effectively with event vendors and partners to meet company goals
Lead, conceptualize, plan, and execute overall attendee experience from start to finish
Manage overall budget, stay accountable to budget and reconcile with key budget owners; regular reporting and financial tracking to key organizational groups and leadership
Lead event planning meetings and debriefs for each event; compile post-event wrap-ups and presentations, including collaborating with Advancement to assess the ROI for events
Summarize key learnings and takeaways that can improve the overall outcome of the event and process system and incorporate lessons learned into future events
Collect post-event attendee feedback; review and analyze data; and communicate learnings to key stakeholders
Recruit, manage and mentor event team staff including setting goals and objectives and clear roles and responsibilities across the team
Coach team and drive for excellence so that together the team is able to:
Plan in advance, anticipate needs and create timelines and project trackers to proactively and effectively manage events
Oversee aspects of event administration and logistics, including budgets, timelines, print materials, staff memos, guest outreach, and staff/volunteer direction
Manage relationships with external vendors including audio visual, photography, design, copy, caterers, and print teams
Coordinate services such as accommodations and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing, and event security
Negotiate contracts with such service providers and suppliers as hotels, venues, and production agencies.