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Events Manager – Eclaro

Company Name: Eclaro
Location: Washington, DC 
Type: Full Time

Job Description:

Eclaro is looking for a Events Manager for our client in Washington, DC. Eclaro’s client is a prestigious research university. If you’re up to the challenge, then take a chance at this rewarding opportunity!

Responsibilities:

  • For the April 9, 2024 event, the Event Manager will:
    • Coordinate with Unemployment Insurance (UI) advisors on agenda and run of show
    • Develop a detailed event planning task list and timeline, working with UI advisors and DBN team
    • Coordinate with host location event manager + other team members as necessary
    • Select vendors and suppliers, secure contracts, and ensure delivery of services (vendors to include catering, photography, printing, etc. — goal to use same vendors where possible for both April events for efficiency)
    • Coordinate attendee and speaker logistics for the event including attendee / speaker RSVP management, travel and accommodation booking, and answering inquiries
    • Manage hotel room block for both April events
    • Manage purchasing of supplies and participant “swag bag” materials
    • Manage budget reporting (in coordination with Client operations + finance team)
    • Manage creation and printing of name tags, schedules, and signage
    • Make sure accessibility needs are met
    • Schedule volunteer shifts and manage volunteers during the event
    • Attend convening and manage on-site logistics such as room set up, welcome table, participant materials, A/V, and catering
    • Process reimbursements and invoices (in coordination with Client operations + finance team)
  • For the April 10-11, 2024 event, the Event Manager will:
    • Meet with DSN team and contracted facilitator to review run of show and logistics in advance of event (run of show and other details to be developed by the DSN team)
    • Select vendors and suppliers, secure contracts, and ensure delivery of services (vendors to include photography, printing, etc.)
    • Manage creation and printing of name tags, schedules, and signage
    • Coordinate travel and accommodation booking for a small portion of attendees (~five)
    • Attend convening and support on-site logistics such as room set up, attendee welcome and ongoing needs during the event, A/V, and catering
  • For the September 2024 event, the Event Manager will:
    • Develop a detailed event planning timeline, working with DBN team
    • Track progress against timeline and adjust as necessary
    • Coordinate program development with the DBN team and partners
    • Develop a detailed run of show to coordinate all aspects of the event and provide a single source of truth for speakers, volunteers, vendors, etc.
    • Select vendors and suppliers, secure contracts, and ensure delivery of services (vendors to include catering, photography, A/V, graphic design, printing, client facilities, etc.)
    • Coordinate attendee and speaker logistics for the event including attendee / speaker RSVP management, travel and accommodation booking, and answering inquiries
    • Manage budget reporting (in coordination with Client operations + finance team)
    • Manage creation and printing of name tags, schedules, and signage
    • Manage purchasing of supplies and participant “swag bag” materials
    • Oversee assembly of participant materials
    • Make sure accessibility needs are met
    • Schedule volunteer shifts and manage volunteers during the event
    • Attend convening and manage on-site logistics such as room set up, A/V, and catering
    • Coordinate event feedback survey with DBN team
    • Process reimbursements and invoices (in coordination with Client operations + finance team)
    • Assess event outcomes and make recommendations for future events

Qualifications:

  • 5+ years of event management experience
  • Large event planning: Experience planning and executing large (100+ attendees), in-person events with virtual participation capabilities
  • Project management: Strong project management skills and experience, including developing timelines, tracking tasks, and ensuring deadlines are met
  • Vendor management: Experience with vendor management, such as researching potential vendors, negotiating contracts, and creating RFPs, to ensure the event runs smoothly and within budget (Client operations team will support)
  • Logistics expertise: The ability to coordinate logistics such as transportation, catering, and venue management
  • Administrative support: Excellent administrative skills, including handling correspondence, managing schedules, and maintaining budgets
  • Volunteer management: Experience recruiting, training, and managing volunteers to assist with the event
  • Financial management: Knowledge of budgeting, invoicing, and expense tracking (Client operations team will support)
  • Communication: Excellent communication skills to manage relationships with vendors, suppliers, and attendees
  • Attention to detail: Meticulous and thorough work-style, ensuring that all details are addressed

If hired, you will enjoy the following Eclaro Benefits:

  • 401k Retirement Savings Plan administered by Merrill Lynch
  • Commuter Check Pretax Commuter Benefits
  • Eligibility to purchase Medical, Dental & Vision Insurance through Eclaro

Equal Opportunity Employer

Eclaro values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

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