Specialist, Conferences and Events

Foundation for California Community Colleges

2d • Remote

About The Position

We are seeking a Conferences and Events Specialist to join the Foundation in its mission of benefitting, supporting, and enhancing the California Community Colleges—the largest and most diverse system of higher education in the nation. The Foundation for California Community Colleges is on a mission to double its impact in the next 10 years. We are a group of relentless optimists and innovators in education, working collaboratively with public and private partners to help improve the student experience and expand pathways to economic and social mobility in communities across California. What You’ll Do The Specialist will leverage their expertise in hotel and vendor management to lead a wide range of events from conception through execution and post-event wrap-up. Responsibilities include managing the full Request for Proposal (RFP) process, serving as the primary liaison with hotels and vendors, overseeing AV production for in-person and virtual events (including hybrid), supervising the event registration process through Cvent, providing onsite event management, and coordinating post-event reconciliation and reporting. This position is a full-time, exempt position that reports to the Associate Director of Conferences and Events. The individual will work closely with the event, technology, and registration leads to ensure the successful execution of events.

Requirements

• Minimum of three to five (3-5) + years related client-side work experience in conception to execution of event planning, conference service and logistics.
• Hotel RFP, Contract, and AV Contract Experience.
• Exemplary, responsive customer service skills.
• Ability to identify and mitigate risk for the organization and clients.
• Ability to plan projects from start to finish and see them through to success.
• Ability to understand and deliver on budgets and complex timelines.
• Proficiency with Microsoft Office Suite (specifically Word, Outlook, PowerPoint, and Excel), event registration software, scheduling tools, CRM (such as Salesforce), task management tool (like Asana), and other standard office software and equipment.
• Proficiency with Google Suite (Including Google Drive, Google Docs, Google Sheets, and other functions within Google)
• Strong organizational abilities, including planning, project management, or task facilitation, with an interest in learning the agile methodology for iterative project delivery.

Responsibilities

• Oversee all event execution for in-person, hybrid, or virtual events of different attendee sizes.
• Execute day of run of shows, staffing plans, and steps for In-Person, Hybrid, or Virtual Events.
• Manage all vendors throughout the event process.
• Manage client(s) conversations, provide clients with event proposals, and seek approval on all event-related items.
• Delegate and oversee event tasks accordingly.
• Manage the RFP Process, including solicitation, analysis, selection, and site visits
• Manage and lead client Inquiry Request, Intake Meetings, and Planning Meetings.
• Oversee vendor management, speaker management, event registration, and event technology.
• Manage and execute all steps within the Post Event Process.

Benefits

• Competitive compensation, generous PTO, holidays
• Medical, dental, and vision plans, Flexible Spending Accounts, and Health Savings Accounts (HSA), Employee Assistance Program (EAP), and Wellness offerings
• CalPERS retirement program and optional 403(b) and 457 Retirement plans
• Tuition reimbursement
• Public Service Loan Forgiveness certified employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees