Activities Manager

Description

The Activities Manager at The Yale Club of New York City is responsible for all aspects of The Yale Club’s member events including planning, coordinating, and managing each event and serving as the editor of the Club’s monthly newsletter. This is a two-year term role intended for Yale University graduates. 

Requirements

  Event Planning 

• Collaborate with the Activities Committee to provide a full and diverse schedule of member programs, such as lectures, cultural tours, wine tastings, All-Ivy      Interclub social events, musical programs, family activities, and more.
• Coordinate with Yale University and the Yale Alumni Association to bring Yale-related speakers and programs to Club, as well as program offerings around      Yale-related events (the Harvard-Yale Game, Feb Club, and more).
• Maintain Activities budget and expenses for events.
• Supervise member billing and internal department payroll for events.
• Work with the Director of Marketing to develop marketing strategies for events.
• Collaborate with Private Events, Housekeeping, Engineering, Security, and the culinary departments on events.
• Negotiate contracts for potential vendors and oversee vendor management onsite.
• Manage Member Interest Groups and brainstorm new themed Happy Hour ideas.
• Liaise with the Young Members’ Committee.

Event Management

Virtual

• Research potential speakers and activities for virtual events, and coordinate outreach for approved speakers and activities.
• Provide tech support for events (Zoom & A/V set up).
• Introduce and moderate virtual lectures.
• Control audience Q&A and maintain engagement.
• Prepare event-specific follow-up surveys.
• Perform minor editing on recorded events and post on member website.

In-Person

• Coordinate all pre-production details (planning and set-up) and onsite management for a wide variety of events, including, but not limited to: lectures, concerts, theater outings, dinners, tastings, parties, family activities, holiday events, external excursions, etc.
• Liaise with  Activities Committee hosts for speaker introductions as needed.
• Manage check-in and registration.
• Handle photography for social media/print marketing promotions.
• Address member questions and needs for events.
• Track trends for popular in-person events.
• Assist with recruitment events in New Haven.

Reservations 

• Determine reservation guidelines for events.
• Post events on website and app, and keep track of which events require additional promotion.
• Handle all member requests for assistance with RSVPs.

Newsletter Editor

• Oversee all areas of production of the Club’s monthly newsletter and additional communications including:
  • Layout and design
  • Obtain, edit, and proofread copy
  • Coordinate domestic and international mailings
  • Maintain digital and print deadlines

Requirements:

· Represent the Yale Club, Private Events and Management in a positive manner. 

· Maintain professionalism at all times.

· Dress appropriately for work environment.

• Must be skilled with learning new software and comfortable with      digital platforms
• Comfortable being on camera, moderating virtual      events
• Ability to develop relationships with members,  Governance members, and guest speakers
• Strong work ethic and dedication to work product
• Ability to manage time effectively and complete      multiple tasks in a given time period and meet deadlines
• Strong project management skills
• Ability to work independently 
• Flexibility in work hours to supervise all events (weekday evenings and occasional weekends)
• Demonstrate strong and dynamic leadership traits to be able to deal with members, guests, managers and employees. Displays a positive “can-do” attitude at all times. 

· Uphold and follow expectations, rules and guidelines as established by the Club.

• Highly organized and detail-oriented. 
• Possess the ability to be flexible and adapt to change. 
• Excellent presentation and communication skills including, email, written, phone, and verbal. 
• Be dynamic, self-motivated, creative, practice empathy, emotional intelligence, and mindfulness with members and staff. 
• Professional demeanor, respectful, and professional interactions with all vendors and staff. 

Reasoning Abilities and Physical Demands: 

• Ability to problem-solve, create and maintain schedules, and be both a prepared and flexi