Associate Manager, Event Management

Summary

The Institute of Internal Auditors (The IIA) is seeking a skilled and experienced event planner to join our team as Associate Manager, Event Management. Working closely with the events team, you will be responsible for overseeing the planning, coordination, and on-site execution of various events, including: complex conferences, in-person seminars, volunteer, chapter, and student conferences, as well as supporting governance, executive, and committee meetings. 

This position requires collaboration across the organization, communication, innovation, planning and project management skills, group motivation, creativity, relationship management, and negotiation skills.

This role will involve managing all aspects of event logistics.

ESSENTIAL DUTIES AND RESPONSIBILITIES (includes the following, other duties may be assigned)

• Plan, and execute a wide range of events, including conferences, seminars, association volunteer and chapter meetings, special events, and support governance and executive meetings. 
• Develop RFPs, timelines, and estimates for required services in collaboration with internal stakeholders.
• Coordinate with vendors, suppliers, and venues to secure necessary services and resources for events, negotiating contracts and agreements as needed.
• Liaise with the confirmed exhibition General Services Contractor, deliver sponsor/exhibitor contracted obligations.
• Negotiate agreements with onsite badging and session scanning vendor and manage the vendor onsite.
• Research and contract conference and special event entertainment. 
• Manage event logistics, including but not limited to venue selection, catering, audiovisual setup, transportation, accommodations, and on-site staffing, etc.
• Oversee event setup, ensuring all elements are in place according to the established plan and timeline.
• Serve as the primary point of contact for stakeholders throughout the planning process, addressing their concerns, providing regular updates, and managing expectations on assigned events.
• Lead event delivery teams, including staff, volunteers, and external contractors, delegating tasks and responsibilities as appropriate.

• Develop estimates for each site as it relates to program execution (F&B, Audio-visual, Meeting Room Rental, Sleeping rooms, etc.).

• Stay current on industry trends, best practices, and emerging technologies in event management, incorporating innovative ideas into event planning processes.
• Maintain accurate records, documents, and databases related to events, including budgets, contracts, and attendee lists.
• Create and refine standard operating procedures for event management delivery.
• Up to 30% travel annually.
• Flexibility to work evenings, weekends, and holidays as required by event schedules.

SPECIALIZED SKILLS: 

• Experience: Minimum of 6 years of experience in event planning, preferably in a corporate or association setting. 
• Education: Bachelor's degree or equivalent experience. 
• Strong Organizational Skills: Ability to manage multiple projects simultaneously, prioritize tasks, and meet deadlines. 
• Attention to Detail: Exceptional attention to detail and accuracy in meeting planning and execution. 
• Communication Skills: Excellent written and verbal communication skills, with the ability to effectively communicate with manager, senior executives, cross-functional teams, vendors, and board members. 
• Problem-Solving Abilities: Strong problem-solving and decision-making skills, with the ability to think quickly and adapt to changing circumstances. 
• Team Player: Ability to work collaboratively with cross-functional teams and build positive relationships with stakeholders. 
• Technology Proficiency: Proficient in using event management software (CVENT), Microsoft Office Suite, Smartsheets, and other relevant tools. 
• Flexibility: Willingness to work outside of regular business hours and travel as required for meetings and events. 
• Professionalism: Demonstrated professionalism and ability to maintain confidentiality in handling sensitive information.  
• Demonstrate excellent time management, self-motivation, and proactive planning, and endeavor to be organizationally savvy with a keen focus on detail. 
• Effectively and efficiently monitor and manage all aspects of the pre-event, event, and post-event details: Track, detail, and communicate the particulars of each assigned event and group - including but not limited to room blocks, meeting space, special concessions, group history and other reports, cut-off and other key dates, contract clauses, group resumes, event orders and BEO’s,