Event Specialist- Conference

Fellowship of Catholic University Students•Golden, CO

3d•Onsite

About The Position

The Event Specialist role is responsible for assisting in the planning and execution of SEEK, FOCUS' national conference. SEEK is a five-day event designed to invite attendees into an encounter with Christ and the Gospel message, held annually in two city-wide venues concurrently. As SEEK grows, the Event Specialist plays a key role in removing obstacles to encounter and supporting the delivery of a formative and life-changing event. This role involves managing specific project areas, coaching committees of campus staff, and partnering with external vendors to execute a world-class conference experience. The role includes planning for multiple conference locations and then passing off projects to the on-the-ground team for locations the specialist does not attend. The role will report to a Conference Manager for training during the first conference cycle, followed by more independent management of projects in the second cycle.

Requirements

Proven experience in planning and implementing small and large events.
Project management and ability to meet deadlines for multiple projects simultaneously.
Excellent written and verbal communication skills.
Ability to drive projects forward with multiple stakeholders, while finding win-win solutions.
Ideally 2+ years of experience as a campus missionary.
Ideally SEEK committee experience.

Responsibilities

Report to Manager of Events.
Be available and willing to take on special projects as needed.
Email Communication – stay up to date, respond within a timely manner (less than 48 hours), and keep inbox below 100 unread emails weekly.
Respond to phone calls and voicemail within 1 business day.
Always put an out of office reply on phone and email when on PTO or not checking email for longer period of times.
Respond to direct support tickets no later than 48 hours.
Enter reasonable deadlines for project plans 6-18 months prior to event and track progress weekly.
Inform manager on any delays and strategize solutions for accomplishing all planning tasks.
Ensure 90% on-time status of deadlines in SEEK Master Plan.
Ensure all expenses for assigned projects are tracked and within 5% of project budget, unless extraordinary circumstances occur and are approved by (Sr) Director of Conferences.
Post-event: ensure all invoices within owned projects are reviewed and paid on time.
Assist with bill review and splits as required.
Determine communication channels and frequency with relevant external vendors.
Master key technology required for technical execution.
Assist in external vendor search as needed.
Coordinate and manage all aspects of project areas, including project planning and expense tracking.
Manage internal stakeholders needs and work with teammates to accommodate all requests.
Build out roles for committees and onsite counterparts 12 months out.
Meet with Committee Head Weekly to onboard and ensure project completion up to 80%.
Train and on-board committee heads within 15 days of committee selection.
Pray in community, including scheduled department prayer time (Holy-half hour minimum) and DSC- Divine Mercy Chaplet at 3p.m.
Avail yourself of other spiritual opportunities.
Be a consistent witness for Jesus Christ, and maintain a courteous, Christ-like attitude in dealing with people outside of FOCUS.
Live out the moral life in Christ (see e.g. Oath of Fidelity and relevant policies).

Benefits

Medical, Vision and Dental insurance
Ability to contribute to a Health Savings Account
Employer-provided life insurance
Long-term disability insurance
Option to purchase additional life insurance for yourself, your spouse and your child(ren)
403(b) retirement plan with a discretionary employer-match for eligible staff
Option to purchase LifeLock Identity Protection
Integrity-based Paid Time Off
Paid parental leave
Observe many paid holidays recognized by fellow Americans and also some of the feast days of Holy Mother Church.
Recognize the Sacred Christmas Respite by closing the office from December 24-January 1 each year.