Events Specialist

Description

The following statements are meant to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.

Position Purpose and Summary

Under the direction of the Senior Event Manager, the Events Specialist will be primarily engaged in coordinating a range of projects that focus on the efficient and effective planning and execution of virtual, in-person and hybrid events held on behalf of the Grand Chapter of Delta Sigma Theta Sorority, Inc. The incumbent will assist in developing goals and objectives that lead to departmental and organizational success. The Events Specialist will be responsible for coordinating resources, ensuring project progression, communicating milestones to the Manager and meeting deadlines for completion. 

Duties and Responsibilities

· Serves as meeting planner for a variety of events and effectively prioritizes needs to meet deadlines.

· Handles venue and vendor solicitation, negotiations, contracting and management as assigned.

· Manages event logistics in advance, on-site, and post-conference to include site selection, room sets, audio/visual, food and beverage, décor and signage.

· Manages and coordinates vendors and staff through comprehensive event resume to include logistics for hotel, convention center and applicable vendors.

· Responsible for exhibit hall management to include floorplan layout, understanding of general rules and regulations, management of show, decorator for all signage and structures.

· Works with exhibit/sponsorship team to manage fulfillment of benefits.

· Evaluates and maintains event budgets against preset spending limits. 

· Provides accurate budget estimates pre-event and ensures post-event billing reflects the appropriate estimates.

· Processes invoices and check requests.

· Maintains Department files. 

· Serves in a support role for the Senior Event Manager as needed.

· Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

· Bachelor’s degree or equivalent experience of three (3) to five (5) years of progressive responsibility for large conferences and event management in a fast-paced environment.

· Experience in a multi-client environment, strongly preferred.

· Membership in Delta Sigma Theta Sorority, Inc., preferred.

· CMP or CEM certification, preferred.

· Cvent certification, preferred.

· Knowledge of Pathable virtual platform is a plus.

· Diverse portfolio of experience to include annual conferences, exhibition management, meetings, workshops, symposia and award gala productions and special events. 

· Ability to utilize independent judgement and employ a strategic vision for success while maintaining a collaborative, team-oriented working style.

· Strong oral and written communication skills and ability to interact in a firm but highly collaborative fashion.

· Solution-oriented, creative problem solver.

· Must have the ability to prioritize and manage multiple projects and deadlines in a fast paced, dynamically changing environment.

· Strong budget development, financial management and contract negotiation skills and experience.

· Team player with a strong customer service focus.

· Eager to learn with a desire for career growth in the events industry.

· Advanced proficiency in Microsoft Excel and Word and intermediate level proficiency in all other Office Suite products.

· Travel – 20%, chiefly four- to five-day blocks of time.

· Relocation assistance is not available. Must reside within a 50-mile radius of National Headquarters within six (6) months of start date.

Americans With Disabilities Act (ADA) Compliance

The ADA prohibits discrimination against people with disabilities in employment, transportation, public accommodation, communications and governmental activities. The ADA also prohibits discrimination against qualified individuals with disabilities in job application procedures, hiring, firing, advancement, compensation, job training and other terms, conditions and privileges of employment. Delta Sigma Theta Sorority, Inc., is an equal opportunity employer.

Benefits

Medical, dental, vision, disability and life insurances, 401(k) retirement and paid leave