Event Services Manager

North American Electric Reliability Corporation•Washington, DC

3d•Onsite

About The Position

The Event Services Manager is responsible for managing all aspects of NERC’s meetings and events logistics, from inception to completion, in coordination with contracted event services companies (Maritz and Etherio) and in collaboration with NERC’s Corporate Support Team. This includes internal meetings to large-scale industry events. This role also will have management responsibilities for the Meetings and Events Coordinator and any and contract resources assigned to Meetings and Events. This position reports to the Director, Business Operations. It is classified as Local – DC.

Requirements

Bachelor's degree in Event Management, Hospitality or related field. Related experience in lieu of specific degree is acceptable.
Management of event planning staff.
Five to ten years meeting planning experience.
High motivation, organization, and capability of functioning with minimal direction in a fast-paced environment.
Proactive customer service mindset; ensure client satisfaction in all aspects of event planning and execution.
Ability to manage event-related stress and remain calm and composed under pressure
Ability to make administrative/procedural decisions and judgments.

Nice To Haves

Certified Meeting Professional (CMP) or Certified Event Planning Specialist (CEPS).

Responsibilities

Working with event management firms, source location and provide oversight and planning of meeting and event logistics (space, hotel rooms, transportation, catering, etc.) for all board, board committee, standing committee meetings, NERC sponsored workshops and offsite meetings at hotels, DC Collaboration Hub and Roam co-working or other offsite locations as required.
Development and management of centralized meeting and event planning operating model for NERC. Creation and maintenance of department standard operating procedures. Educate NERC staff on procedures.
Research, propose, develop and implement operating model enhancements that translate into efficiencies and cost savings for NERC meetings. Document these recommendations and the benefits. Where appropriate, use corporate rewards programs to reduce costs for meetings.
Cultivate and maintain relationships with key stakeholders, sponsors, and vendors to ensure ongoing support and collaboration for events, ensuring an engaging experience.
Maintain and manage vendor relationships: Maritz, Etherio, Roam, Encore, national hotel chains and other vendors as required or assigned.
Prepare, submit, and evaluate requests for proposals for meetings held in offsite facilities to ensure adequate space, proper setup and catering requirements. Negotiate said contracts. Follow Procurement procedures for review, approval of contracts and related budget spend.
Execute on approved roadmap to centralize all event services operations. Using organizational change management principles, promote adoption of centralized event services model across NERC. Train all new hires on event planning processes and procedures.
Provide budget and financial oversight to all meetings and events. Work with departments on the most cost-effective meeting solutions that meet requirements.
Identify and measure event metrics, looking for operational improvement opportunities.
As needed, perform site visits to inspect facilities to ensure conformance to NERC’s requirements as needed for event planning.
Create diagrams and seating charts for events, as required, based on needs for each event.
On-site NERC liaison for off-site meetings and workshops, as required.
Support, as needed, registration process for various meetings and workshops across the U.S. and Canada; including, but not limited to composing announcements, creating registration forms, managing the registration process and retaining registration records.
Review and approve meeting and workshop invoices and submit to finance department for payment in conjunction with business unit, following procurement procedures.
Be familiar with and adhere to Information Technology Security Policies and procedures.
Other duties and responsibilities as assigned.