Events, Deputy Director

Description

Summary of Position

Provides leadership support to the events department in all capacities and will be groomed to eventually head the department. This job is a civilian position and does not require military service (including commission and enlistment)

Employment type - Full-time 

Schedule - Monday - Friday 8am-4:30pm

Salary - $90,000-$100,000

Requirements

There are several components to this important position that supports the recognition and outreach programs for the Marine Corps Association.  

The first is Events Management. Responsibilities will include: 

• Locating venues or renewing contracts with venues where we can host our events 
• This includes securing dates for the next year for each event so MCA can keep the event in the same timeline  
• Establishes contracts with the venues to secure the date and needs of each event 
• Ensuring there is a notation in the contracts that allow us to move the dates if something comes up with our co-host 
• Provides the hotels with the number of rooms needed and make sure the Marines can get government rates for their rooms 
• Provide the hotels/venues with the: 
• Number of people attending the dinner and include the special meal requests 
• Number of wine bottles at each table 
• Number of band members/color guard attending and have a special room for them since they will be dining earlier than the guests  
• Number of tables for registration and to display the awards 
• Number of easels 
• Menu Selection 
• Special Parking Requirements for GO’s/Guest Speakers 
• Working with the POC’s from each corresponding arm of the Marine Corps for which we are hosting dinners 
• Information needs to be provided to new POC’s and reminders must be provided to the existing POC’s that they need to provide:
• -Chaplains 
• -Bands
• -Color Guards 
• If it’s an event that MCA is hosting in Albany, California, or Hawaii you need to be sure the Events Manager secures that required chaplain, color guard, and musician support. 
• Secure the names and emails of each of the winners at least 6 weeks prior to the event 
• Provision of the presenter’s names from each of the award sponsors 
• Ensure the dates we select for their next dinner work with their schedules 
• Coordinating attendance with the event sponsors 
• Includes sending reminders 6 weeks prior to each of their events as well as 3 weeks and 10 days prior to each event. 
• Notifying sponsors of any date changes 
• Providing information on how their civilian guests can get on base at applicable events 
• Coordination with award winners 
• Once award winners have been notified by their Marine Corps Command, the Events Department needs to send Recipient Forms to each winner.   
•      -Collect their guest list including Command Reps 
•      -Book hotel rooms when applicable for the winner and his/her guests 
•      -Add the winner and his spouse or parent(s) to the seating chart with their award sponsor and seat other guests at nearby tables 
• Generate printed materials in support of the dinners and proofread them all before printing 
• Programs 
• Posters 
• Drink tickets when applicable 
• Confirmation briefs 
• The Events Assistant will integrate all the guests into the confirmation brief 
• The Deputy needs to add the: 
•       -Anticipate weather forecast for the day of the event 
•       -Staff for the event 
•       -Menu 
•       -Estimate number of guests 
•       -Estimate number of Marines attending 
•       -Proofread the brief to make sure there are no errors since the brief can be shared with our USMC co-hosts 
• Update event information on the website as needed      
• Maintains a deconfliction calendar which is shared by other NFE’s to avoid scheduling events on the same day as other groups have their events 
• Secures photographers for events outside the NCR 
• Coordinates special A/V needs for dinners with MCA’s IT Director  

Sponsorship Obtainment

Each year, the Events Department is given a revenue budget to obtain as well as an expense budget to work within. Revenue obtainment through corporate sponsorship is a major area of responsibility. To do this, the team must: 

• Secure renewals from existing sponsors 
• Locate new sponsors to replace those that have left or to support new events we have added 
• Renew or secure sponsorships for the 130+ premier awards that MCA presents at our dinners 
• Renew or secure sponsorships for other awards that the foundation provides including the High Shooter Awards, High PFT Awards, and Honor Graduate Awards for the two MCRD’s 
• Keep the sponsorship packages updated on the website 
• Collect past due balances from sponsors 
• Providing accounting with an invoice for each sponsorship sold 
• Generates Sponsor Thank You ads and Thank You Certificates each year 

Management of Events Staff

• The department has one Events Manager that oversees the day-to-day operations including guest registration, bill payments, laying out the seating charts for each event, and other related responsibilities. There is also an Events Assistant that adds photos of the guests to the confirmation brief, handles all the name badges and place card coordination, and helps at the dinners. 
• Must be able to travel up to 28 days a year including overseas and work up to at least a dozen night events in and around the NCR  

 Assist with other projects as needed 

• Assist USAA when they need to pay for Marine Corps support and bill USAA for these transactions. 
• Assist with locating funding for special projects as they arise. 

Education/Experience

• 4-Year College Degree can be B.S. or B.A.   
• Prefer 8 or more years of experience in sales/meetings/protocol or events environment 
• Prefer knowledge of/or background in the military  

Supervisory Responsibilities

• Will eventually manage a staff of 2 – 3 people