Description

• Event Strategy, Oversight and Supervision (65%)
  • Provides hands on direction and oversight to both the administrative and operations team within the events unit.
  • Ensures that all events (levels 1-4 in complexity) are executed in the most professional manner, paying close attention to logistical details and customer service.
  • As events are scheduled, delegates and assigns events to appropriate staff members.
  • When appropriate, acts as direct liaison for “Level 4 events,” such as 3- to 4-day scientific symposia (Adler Symposium, PRCS, Cell Cycle, Mechanisms & Models of Cancer, Salk/Foundation Ipsen, Society for Neuroscience Salk events, etc.) and for highly complex or VIP events, including Explore Salk, Symphony at Salk and other unique, high-profile events.
  • Works with event organizer to design layout of event to ensure maximum flow of guests, AV capability and decor, including designing event staging, set design and atmosphere.
  • Provides clear and continuous communication with all those involved and affected including organizer, staff, volunteers, vendors and suppliers.
  • Analyzes client needs in order to establish objectives and appropriate corresponding format for the event. Counsels client in event planning and provides detailed event alternatives; secures client approval and implements event.
  • Ensures that event budgets are managed, reconciled and reported on in a timely and effective manner.
  • Provides oversight and counsel to events planners in budget management, including budget setup, reconciliation and post-event analysis and reporting.
  • Provides direction supervision to both operations and administrative teams.
  • Oversees execution of standing weekly and monthly staff meetings.
  • Develops and maintains a climate supportive of skill and knowledge enhancement; communicates career development opportunities to staff.
  • Keeps abreast of all HR supervisory requirements, policies and procedures to ensure proper application and ensures adherence to proper Institute and departmental protocols.
  • Properly screens and interviews candidates and either makes selection decisions or recommends individuals for hire.
  • Trains new employees and assigns work to new and continuing employees. Provides guidance on performance standards and Institute policies and procedures.
  • Conducts performance evaluations, including communications with subordinates. Makes recommendations for employee salary increases, bonuses and promotions.
• Events Data and Process Management (35%)
  • Handles data and process improvement projects including calendar management software upgrades, registration software installation and upgrades, upgrading other software (i.e. floor plans, etc.) and other projects to bring Salk Events into current industry practices and trending needs for future events.
  • Oversees management of event data and database (Aventri). Ensures that event management database accurately and efficiently tracks event, registrant and speaker information. Oversees training for new staff and acts as liaison among Events team, Salk IT/IS departments and vendors.
  • Ensures events team is receiving and producing reliable data for reports and analysis.
  • Ensures that the Aventri database is available, accessible and efficiently maintained.
  • Produces reports, as requested, for overall event analysis and history.
  • Acts as liaison to IT/IS for any complex database needs.
  • Keeps abreast of trends within the event planning field and discusses new trends with coordination team, implementing changes/improvements as needed or directed.
  • Develops and improves upon department infrastructure by making recommendations regarding the streamlining of any administrative and/or operational processes, including but not limited to team structure, budget management, recharge system, interdepartmental communications, hands-on logistical standards, client expectations and customer service.

EXPERIENCE

Required:

• Demonstrated knowledge of the principles and practices of events management.

Preferred:

• Work experience in a larger (500+) non-profit organization.

EDUCATION

Required

• BA/BS or a minimum of 5 years relevant work experience.
  

SKILLS AND ABILITIES

Required

• Demonstrated ability to independently establish objectives, plan, direct and evaluate all aspects of event production. Skill in analyzing information, problems, situations and procedures to define the problem or objective, identify relevant concerns or factors and formulate logical and objective conclusions.
• Demonstrated knowledge in cost analysis and drafting budget proposals, with skill in monitoring expenditures for each event.
• Outstanding interpersonal verbal and written communications skills. Demonstrated ability to interact and communicate in a positive manner with a diverse clientele, including volunteers, prominent social and political figures, administrative and department heads.
• Proven knowledge of food preparation and handling, nutrition and wine and food pairing.
• Proven knowledge of management and supervision principles and practices.
• Polished negotiation skills, including the ability to facilitate solutions. Exceptionally strong organizational and time management skills; detail oriented. Demonstrated ability to set priorities which accurately reflect the relative importance of job responsibilities and take into consideration deadlines, competing requirements and complexity.
• Excellent writing and editing skills for the preparation of grammatically correct, logical and concise working and informational manuals, administrative reports, correspondence and program text. Demonstrated integrity, dependability, sound judgment, diplomacy, effective communications, management skills and resourcefulness, with a strong work ethic.
• Proven talent for creating aesthetically pleasing materials and physical surroundings for events, including space planning. Demonstrated knowledge of generally accepted social behavior, etiquette and standards of protocol.
• Demonstrated ability to recognize and respect issues of a sensitive or confidential nature. Ability to staff and manage events that are scheduled on nights and weekends.
• Strong working knowledge of Microsoft Office software including word-processing, spreadsheet, email and database application programs.

SPECIAL CONDITIONS OF EMPLOYMENT

• Able to work a flexible schedule based on workload and deadlines.
• Evening and weekend availability to manage events.
• Access to own transportation for business usage.
• Satisfactory completion of the Institute’s background investigation.
• Willing to sign an employee confidentiality agreement.

PHYSICAL REQUIREMENTS/MENTAL ACTIVITIES/ENVIRONMENTAL CONDITIONS

This position requires constantly adjusting focus, grasping, handling, hearing, seeing, sitting, talking, touching/feeling, communicating, reading, and reasoning.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)