Opportunities

Manager, Strategic Events

Position Class: Full Time

FLSA Status: Exempt

Location: Washington, DC

Date Prepared: June 2022

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ORGANIZATION SUMMARY

Founded in 1976, the Congressional Black Caucus Foundation (CBCF) is a non-profit organization focused on eliminating disparities within the global Black community by developing leaders, informing policy, and educating the public.  Our primary focus areas are Education, Public Health, Economic Empowerment, and Criminal Justice.  Applicants may visit the website at www.cbcfinc.org, to view more information on CBCF programs and initiatives.

POSITION SUMMARY

Position reports to the Director, Strategic Events and is an integral member of the Strategic Events team. The Manager, Strategic Events provides event logistics expertise, virtual technology design and production, and facilitation of visual and programmatic content for all live and virtual events hosted by the CBCF.

The ideal candidate must be a forward-thinking strategist and a tactician who is able to prioritize and produce in a fast-paced environment. A successful candidate will be flexible and dependable and have a strong logistics, technology, and project management background with stellar writing and editing skills.

WORKING RELATIONSHIPS

  • Reports to: Director, Strategic Events
  • Directly Supervises: Vendors/consultants directly related to Manager’s assigned events/projects.
  • Indirectly Supervises: Vendors, service consultants and collaborates with point of contact for client departments.
  • Type of Supervision Received: Direct to minimal supervision
  • Internal Relationships: Work closely with all CBCF departments.
  • External Relationships: Vendors, consultants, policy session producers, third party session producers. There will also be some interaction with Members of Congress and their staff, CBC Spouses, CBCF Board of Directors, CBCF Donors and Supporters, Executives and key staff of organizations with whom CBCF partners, and other stakeholders as defined by CBCF priorities.

SPECIFIC RESPONSIBILITIES

Logistics Support

  • Deliver flawless event execution and engagement with colleagues, vendors and internal/external stakeholders.
  • Manage and execute programming and logistical needs from start to finish and work alongside CBCF’s Center for Policy Analysis and Research to develop or facilitate the development of event programmatic content for live and virtual events throughout the CBCF event season.
  • Serve as Strategic Events Lead for Sojourner Truth Legacy Project, Policy for the People Summit and Braintrust series.
  • Manage site selection and logistical needs for Sponsor and Donor Engagement Dinners and Receptions.
  • Collaborate with team members to manage logistical and session production/recording for Annual Legislative Conference for approximately 80-100 sessions and events. This includes serving as a primary point of contact and source of accurate and timely information for session producers, event sponsors and other stakeholders.
  • Manage aspects of Annual Legislative Conference to ensure flawless event execution.
  • Provide additional pre-planning, event execution, and post-production/debrief support as necessary for in-person and virtual events managed by the Strategic Events department
  • Manage policies and procedures related to reservations, health and safety, and speaker appearances.
  • Manage vaccination verification system and speaker waiver system.
  • General logistics responsibilities include (but are not limited to): speaker/panelist management, vendor support, virtual platform and user experience design, registration support, guest list management and invitation processes, live and pre-recorded production scheduling, visual asset management for virtual events, venue research and selection , session location assignments, food and beverage, signage, decor, travel/transportation and freight coordination, and the briefing and participation of event participants.
  • Manage and/or co-manage events during evening, weekends and holidays as necessary or assigned.

Content/Programmatic Facilitation

  • Develop and/or facilitate development, recording, and post-production of compelling programmatic and/or entertainment content to design best in class events and conferences in live settings or virtual platforms.
  • Distribute run of show, talking points and/or scripts to all program participants and lead or participate in pre-production meetings and trainings. Produce participant briefing books/documents and conduct participant briefing for scripted event participants.

Stakeholder Relations

  • Coordinate engagement with internal and external stakeholder groups.
  • Ensure accuracy in the creation, delivery, and placement of sponsor assets
  • Facilitate responses from stakeholder groups using evaluations/surveys.

General Responsibilities

  • Manage or co-manage events/special projects during evening, weekends and holidays as requested or assigned
  • Produce quarterly and post-event reports to demonstrate outcomes relative to established goals.
  • Work with Marketing/Communications department on event and conference related marketing and communications needs.
  • Conduct and lead event/project team meetings as necessary.

Additional Functions

  • Ability to effectively collaborate with staff and consultants in connection with large scale events and projects.
  • Ability to effectively manage and balance administrative responsibilities with capacity to deliver against organization goals and objectives.
  • Responsible for other duties and projects as assigned.

Required Special Skills

  • Effective communication of Strategic Events deliverables to a variety of constituents and stakeholders across a variety of mediums (internal and external).
  • Ability to effectively negotiate contracts and proposals, with consultants and vendors, for the maximum benefit of the CBCF.
  • Proven project management skills and experience in designing, managing and delivering high quality projects on time.
  • Excellent oral and written communication and presentation skills in a range of formats, to include briefings, reports and presentations.

Additional Functions:

  • Ability to effectively collaborate with staff and consultants in connection with large scale events and projects.
  • Ability to effectively manage and balance administrative responsibilities with capacity to deliver against organization goals and objectives.

RESPONSIBILITY FOR ACCURACY/ACCOUNTABILITY

Incumbent must communicate with stakeholders to positively influence the effectiveness of CBCF in achieving its objectives. The Manager must successfully deliver all tasks to which he/she has been assigned with exceptional customer service to internal and external stakeholders. Incumbent must follow and adhere to federal, state and local ethics laws, as well as CBCF policies governing conduct. Failure to comply may result in penalties for CBCF and the Manager.

SPECIFICATIONS

  • Knowledge: Bachelor’s degree (B.A. / B.S.) from four-year college or university; or a minimum or 3-5 years related experience and/or training. Certified Meetings Professional (CMP), Certified in Exhibition Management (CEM), or Digital Event Strategist (DES) designations preferred but not required. Experience in event planning, exhibition management and project management required. Must demonstrate extraordinary customer service and problem-solving skills.
  • Computer and Technical Proficiencies: Advanced skills in event technology such as audio/visual equipment, webinars, event and fundraising platforms, and event registration platforms required. Advance proficiency in all Microsoft Office applications including Outlook, Access, Word, Excel and PowerPoint. Production and content editing experience strongly preferred.
  • Skills and Abilities: Exceptional written and oral communication skills; must be able to multi-task and work well with a variety of people in a fast-paced/ever-changing environment. This position requires initiative, particular attention to details, proven management and leadership skills, strong relationship management skills, solid planning and organizational skills, exceptional negotiating abilities, and advanced skill in Microsoft Access, Outlook, Word, Excel and PowerPoint. Proficiency in Docusign, Adobe, Powerpoint, Cadmium CD, ExpoCad, Social Tables, Monday.com, Canva or other diagramming solutions. Must have excellent communication skills and a positive, team-oriented approach. Strong contract negotiating skills required. Exhibit management experience is a plus. Must be able to work evenings, weekends or holidays based on the needs of the event/project.
  • Physical Requirements: Applicant must be confident and reliable with the ability to work well in a fast-paced environment with strict deadlines, ability to work long hours, weekends and moderate travel with little advanced notice. Must work well under pressure and be able to manage simultaneous priorities. The ability to handle significant amount of stress is an essential function of this position.