Meeting and Events Manager
About The Position
The Meeting and Events Manager brings meetings and events to life for Educate Texas, North Texas Giving Day, and Communities Foundation of Texas. Reporting to the Director, Facilities & Events, this role leads event planning, execution, and evaluation, supporting events ranging from small meetings and virtual programs to large-scale convenings across Texas. The manager works with internal teams, community and corporate partners, vendors, volunteers, and attendees to coordinate event logistics, communications, timelines, budgets, and onsite execution. The position also supports North Texas Giving Day events throughout the year in partnership with Marketing leadership and other stakeholders. The role is located in Dallas, Texas, requires up to 60% travel as needed, and may involve occasional evening or weekend work based on event schedules.
Requirements
- Five or more years of professional experience in event planning, event coordination, project management, or marketing and communications work directly tied to events.
- Demonstrated experience managing event logistics, vendors, budgets, timelines, registration, technology, and onsite execution.
- Strong project management and organizational skills, including the ability to manage concurrent events, changing priorities, dependencies, and deadlines accurately.
- Excellent interpersonal, communication, customer service, and relationship-building skills across diverse internal and external stakeholders.
- Sound judgment and problem-solving ability, including the capacity to remain calm, flexible, and professional under pressure.
- Proficiency with common event registration, virtual meeting, project management, and Microsoft Office tools, and ability to learn new systems quickly.
- Ability to travel up to 60% as needed and work occasional evenings or weekends based on event schedules.
- Ability to maintain confidentiality and appropriately handle sensitive organizational and participant information.
- Ability to model and demonstrate CFT’s core competencies: Collaboration, Impact and Problem Solving, Integrity and Accountability, Learning, and Internal and External Service.
Nice To Haves
- Bachelor’s degree or equivalent combination of education and relevant experience preferred.
Responsibilities
- Plan and execute in-person, virtual, and hybrid meetings and events, from small group convenings to large-scale statewide experiences.
- Develop event plans, timelines, budgets, run-of-show documents, staffing plans, and contingency plans.
- Coordinate venues, registration, audiovisual and technology needs, food and beverage, transportation, lodging, materials, supplies, and other event logistics.
- Lead onsite execution, troubleshoot issues in real time, and support a professional and welcoming attendee experience.
- Facilitate pre-event planning meetings and post-event debriefs, capture lessons learned, and recommend improvements.
- Serve as the primary event contact for internal teams, external partners, vendors, speakers, volunteers, and attendees.
- Build and maintain relationships with local and statewide venues, vendors, and event partners.
- Solicit proposals, coordinate contracts and purchase requirements, monitor vendor performance, and ensure services meet expectations and budget parameters.
- Partner with Marketing and program teams on invitations, registration, event communications, signage, branding, and other deliverables.
- Manage multiple events and workstreams simultaneously, maintaining priorities, deadlines, decision points, and stakeholder accountability.
- Track event budgets, commitments, invoices, and expenses; identify risks and recommend solutions that balance quality, cost, and impact.
- Recommend appropriate levels of event support and resource allocation based on event scope, audience, strategic importance, and stakeholder needs.
- Maintain accurate event records, templates, vendor information, and planning tools.
- Track participation, budget, stakeholder feedback, and other measures to assess event effectiveness.
- Prepare updates for leaders and partners highlighting progress, risks, decisions needed, outcomes, and recommended next steps.
- Identify and implement process improvements to strengthen attendee experience, quality, efficiency, and organizational learning.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
