Manager, Events and Conferences

Planned Parenthood Federation of America • Washington, DC

19h • $87,000 - $90,000 • Hybrid

About The Position

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seeks an energetic self-starter as Manager, Events & Conferences. This job reports to the Senior Director in the Events & Conferences Department of PPFA. This role will serve as an event production and project manager for the Events & Conferences team at the National Office. This role will provide support to internal and external partners, timeline creation, on-site event management and operations, and moving forward large and multi-functional/cross-divisional groups to execute on these conferences. They will have impeccable discretion, a problem-solving mindset, with excellent relationship-building and problem-solving skills. This is a hybrid role with 2-3 days in the NYC or DC office required.

Purpose:
Working with individuals and teams across departments/divisions, the Manager, Events & Conferences is responsible for the execution of planned conferences, events, and meetings across the National Office including managing project timelines, budgets, and workflow.
The Manager is knowledgeable in technical production and event management. The person in this position has the ability to juggle multiple events, quickly solve technical issues, and create a sense of urgency in a fast-paced, dynamic environment.
A keen eye for detail, quality management, live and virtual production experience, time management, and multiple team coordination. With excellent judgment, organization, and project management skills with the ability to assess situations quickly, take action and resolve problems, the Manager ensures a high level of delivery and develops improvements as needed.

Delivery:
Oversee all logistics for meetings and conferences including managing relationships with hotels and venues, vendor sourcing and management, site visits, budget management, project plan management, logistics communications, registration, on-site event management, prioritization, and resolving issues with internal security, legal, and IT guidelines.
Contribute to the development of project plans, and manage deliverables and timelines associated with event plans.
Hands-on approach to event management, happy to lead by example and take on any task required to deliver the event to the highest standard possible.
Research, evaluate, and recommend new event technology accessibility vendors to support evolving event needs.
Collaborate with internal and external stakeholders including staff, volunteers, and affiliate staff to create staffing plans for events and ensure events are meeting organizational goals.
Performs other duties as assigned.

Engagement:
Communicate and collaborate with internal cross-functional teams and stakeholders to drive alignment and execution of event deliverables.
Work with 3rd party event and production vendors, guiding them to ensure timely delivery of program deliverables.
Work cross-functionally across the National Office to successfully conceptualize, plan and execute events (virtual, physical, and/or hybrid) ranging in size and at a national scale.

Requirements

• At least 3-5 years of work experience related to conference and event planning with a focus on logistics and operations
• Be an analytical thinker and problem solver
• Ability to work independently and collaboratively in a dynamic, fast-moving organization
• Ability to prioritize and work on short and long term projects simultaneously
• Excellent organizational and multitasking skills
• Attention to detail
• Strong communication skills
• Customer service inclination and a customer-focused attitude
• Ability to manage information and situations with high levels of discretion and confidentiality
• An enthusiastic attitude towards staff events
• Experience working in event planning platforms (Bizzabo, Eventbrite, Cvent)
• Strong experience in Canva
• Proven ability to work independently and collaboratively.
• Extremely organized, process-oriented, self-starter who works well in a fast-paced environment.
• High proficiency in Google products
• Occasionally available outside of normal working hours, but must be responsive on text messages and/or emails, for operational needs
• Flexibility and ability to adapt to quickly changing priorities and ambiguous situations
• Commitment to PPFA’s mission and diversity, equity, and inclusion, particularly surrounding race equity

Nice To Haves

• Bachelor's Degree in event management or related field preferred
• CMP preferred but not required

Responsibilities

• Oversee all logistics for meetings and conferences including managing relationships with hotels and venues, vendor sourcing and management, site visits, budget management, project plan management, logistics communications, registration, on-site event management, prioritization, and resolving issues with internal security, legal, and IT guidelines.
• Contribute to the development of project plans, and manage deliverables and timelines associated with event plans.
• Hands-on approach to event management, happy to lead by example and take on any task required to deliver the event to the highest standard possible.
• Research, evaluate, and recommend new event technology accessibility vendors to support evolving event needs.
• Collaborate with internal and external stakeholders including staff, volunteers, and affiliate staff to create staffing plans for events and ensure events are meeting organizational goals.
• Communicate and collaborate with internal cross-functional teams and stakeholders to drive alignment and execution of event deliverables.
• Work with 3rd party event and production vendors, guiding them to ensure timely delivery of program deliverables.
• Work cross-functionally across the National Office to successfully conceptualize, plan and execute events (virtual, physical, and/or hybrid) ranging in size and at a national scale.
• Performs other duties as assigned.

Benefits

• The Planned Parenthood cultural ethos, "In This Together", reflects our commitment to building a workplace culture that fosters belonging, promotes learning throughout the employee lifecycle, and recognizes individual contributions to our mission.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree