Senior Associate, Conference and Event Services

Senior Associate, Conference and Event Services (Onsite-Hybrid)  

Workplace Services (WPS)
The Workplace Services (WPS) Department manages Pew’s integrated facilities management portfolio, a state-of-the-art Conference Center, event and the organizations enterprise-wide organizational continuity management program. The department consists of the following core functions:

• Conference and Event Services (CES)
• Integrated Facilities Management (IFM)
• Organizational Continuity Management (OCM)

Event Management
The Event Management team brings together the right mix of external vendors and staff to lead the meeting areas from first inquiry through delivery of all services required for the day-to-day operation of the event, including finalization of all billing to internal and external guests.

The event management staff, a highly guest service-oriented team, apply internal and external policies and procedures concerning event management requiring group rooms and also effectively plan all logistics of the meeting including room setup, audio visual, transportation, housing and food and beverage and any other needs.

Position Overview
The Senior Associate is responsible with the Event team, for managing logistics for all meetings, conferences, and convening’s hosted by Pew. This position is responsible for leading all logistical needs including organizing food and beverage, audio visual, transportation, registration pages, signage, room setups, and all other needs. This position is also the primary contact for all vendors, attendees or any third party company directly involved in the management of the event.

To be successful, this individual must be customer-focused and able to navigate in a complex internal structure, work with multiple levels of management, possess excellent organizational skills in managing a heavy workload and communication skills; effectively manages stressful situations, have demonstrated experience and success in event management; budget management, knowledge of online event management software, specifically Cvent, experience directing individuals, provide training/coaching to staff; be guest service oriented; and work well in a team environment. 

The position, based in Pew’s Philadelphia. This position participates in Pew’s hybrid work program with core days in the office and the flexibility to telework the remaining days. Staff also enjoy four telework “flex weeks” per year.

Responsibilities

• Direct the planning and execution of The Pew Charitable Trusts’ events, meetings and conferences that require meeting space and/or group room block nights in Washington, DC, primarily at 901 E conference center.
• Arrange and ensure that all logistical details including organizing food and beverage, handouts, travel, housing, and meeting space for all events, meetings, and conferences are run effectively.
• Determine menus, room setup, A/V, for all events.
• Work directly with the travel management companies to set up flights for events, manage the billing and provide approval on flights that are over the approved amounts.
• Respond to questions from organizers and attendees  within 24- 48 hours for each event.
• Serve as primary liaison for all meeting-related vendors.
• Negotiate contracts focused on event management. Coordinate with legal to ensure all contracts meet Pew’s process requirements and standards.
• Work with programmatic staff to ensure invoices for the travel management company are submitted and paid in a timely manner.
• Utilizing Pew’s registration software, Cvent, demonstrate proficiency and ability to create registration pages, invitations and all communication to attendees for all events through the online event management software system.
• Develop and manage meeting and event related budgets through all phases of event planning.
• Review all invoices and billing and ensure payment processing for every event.
• Conduct regularly scheduled meetings with staff (internal clients) to seamlessly coordinate program content with event logistics.
• Help to identify and train staff to assist with registration.
• Coordinate with internal clients to confirm and inform legal affairs and government relations of federal or state employees in attendance at Pew events.
• Collaborate with the manager to identify relevant professional development opportunities and stay up to date on event planning trends and best practices.
• Manage other duties and responsibilities as necessary and assigned.

Requirements

• Generally, requires 4 years of experience, and a bachelor’s degree or equivalent experience in event planning.
• Demonstrated experience coordinating meetings and complex travel arrangements.