Events Manager

University of Washington•Seattle, WA

3d•Onsite

About The Position

The Collaboration Core has an outstanding opportunity for an Events Manager to join their team. The Events Manager is responsible for producing events for the various research units in the College of Engineering’s Collaboration Core. This position interacts regularly with institute directors, faculty, and research/administrative staff, and reports to the Associate Director of Operations.

Requirements

Bachelor’s degree in liberal arts, communications, design and/or related fields. Equivalent experience can substitute for degree requirement.
At least two years of experience managing events in an academic research and education environment or science, engineering, or technology-focused organization or company, or related field.
Excellent written, verbal and interpersonal communication skills.
Excellent design skills.
Demonstrated ability to conceive, implement, and evaluate creative event strategies.
Experience executing large events or conferences.
Advanced knowledge of MS Office: Outlook, Excel, Access, Word.
Demonstrated problem solving and analytical skills.
Proven organization and multitasking skills in a fast-paced environment.
Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff and faculty from diverse backgrounds.
Ability to work collaboratively and independently with a high degree of reliability, accuracy, and productivity.

Nice To Haves

Experience with virtual event platforms, YouTube, and Zoom.
Experience working in WordPress or Drupal.
Experience working with faculty and managing complexities of cross-department and interdisciplinary units.

Responsibilities

Organize and provide support for events as requested by the Director(s) or supervisor. Events include: research seminars; conferences; workshops for faculty, students and external partners; presentations and showcases for internal and external audiences; lab openings; and networking events.
Lead planning and debrief meetings with directors and staff, tracking action items and recommendations for continuous process improvement.
Manage event logistics including travel arrangements, workback plans, meeting schedules, space reservations, equipment rentals, and event materials and decor.
Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which often contain confidential or sensitive information.
Provide day-of event support, arranging furniture, accepting deliveries, organizing meeting materials, welcoming guests, and tracking attendance.
Close up spaces after events, returning furniture, supplies, and refreshments to permanent storage.
Manage inventory of all Collaboration Core event supplies, including food and beverages, linens, A/V equipment, and branded materials.
Manage internal and external communications for events, including distribution of event announcements following established processes and policies through a variety of communication channels (Trumba event calendars, web pages, listservs, etc.).
Design promotional and informational materials, including impact reports and conference recruitment posters.
Compile resources and share information about upcoming events and opportunities with the UW community.
Manage program participant data, ensuring relevant contact information and listservs are updated on a regular basis.
Oversee event budgets and reconciliation of all event expenses, following restrictions and guidelines for spending from multiple funding sources.
Arrange and execute honoraria for speakers, catering agreements, and contracts for vendors and hotels.
Work with external partners and relevant University offices to coordinate event sponsorships.
Represent Institutes at appropriate meetings and events to stay up-to-date on regulations, policies, and trends affecting work and seek training opportunities related to events management.
Stay current on events and marketing and communications practices by peer institutions. Read industry publications, attend seminars and classes, evaluate software and products, and recommend improvements.
Other duties as assigned.