"Event Manager"

Department Summary

Conference & Event Services provides expertise in conference and event management to U-M and external groups. The department is responsible for coordinating over 15,000 events annually, over 200 summer conference groups, over 100,000 summer bednights and many conferences each year. Overall department sales typically exceed $14 million annually. As a member of the team you will provide systems administration, project management, and event management for the department.

Position Summary

Reporting to the Assistant Director, with broad latitude for the exercise of independent judgment and initiative within established guidelines, the manager will work with internal, external and student clients and service providers to manage event logistics. The Event Manager will indirectly supervise support and student staff as dictated by contracted business.

Logistical Planning (50%)

• Manage the planning and execution of assigned programs, including scheduling and monitoring of all logistical and support service arrangements (dining, catering, facilities, housing, registration, etc.).
• Manage planning and execution of assigned weddings, student, departmental and social events.
• Collaborate effectively with service providers to secure necessary services on campus, and work with outside service providers on behalf of clients. Negotiate on behalf of clients and engage services of campus and non-campus services providers to support programs.
• Work collaboratively with the sales team; engage with sales as needed once the Sales team contracts business.
• Maintain program data in event management software; exercise diligence in updating program confirmations (added billable items, price changes and customer driven changes) and ensure signatures and funds are received within appropriate timelines.
• Assist and provide other support to conference operations as assigned.
• Assist onsite for programs as assigned by Associate and Assistant Directors of Event Services and as dictated by client contract.

Sales (25%)

• Respond to inquiries from returning clients regarding the use of facilities and services; log event details in event management database.
• Actively engage with event sales inquiries and assist with on site venue tours as requested.
• Assist with the development of bid proposals and budgets, and contracts for new and returning business; process executable contracts.
• Stay aware of market trends and assist with changes as determined.

Financial (15%)

• Accountable for creation and execution of program budgets.
• Authorize payments for materials, services, and other event related expenses.
• Assist with the client billing process (audit and approve billing).
• Assist with client file set-up per established guidelines.

Other (10%)

• Attend and participate in staff training and professional development opportunities.
• Other duties as assigned.

Required Qualifications

• Bachelor's degree and a minimum of 2 years of event management experience or an equivalent combination of education and experience.
• Excellent partnering skills and initiative experience including the ability to work in cooperation with staff, meet deadlines, excellent interpersonal skills, and a demonstrated aptitude in handling and resolving details.
• Working knowledge and proven experience with Microsoft Office Suite (to include Word, Excel, PowerPoint) and Google Suite.
• Ability to work under pressure and handle multiple projects with proven accuracy, productivity, and high success rates.

Desired Qualifications

• Wedding planning experience.
• Experience in or strong familiarity with higher education.
• Experience in conference planning.
• EMS, Social Tables or other event management software experience.

Position Responsibilities Criteria

• Demonstrated personal and professional commitment to diversity and a solid understanding of and appreciation for cultural, ethnic, and individual differences.
• Excellent professional communication, interpersonal, and organizational skills.
• Demonstrated ability to problem solve and be adaptable in a fast-paced environment.
• Demonstrated ability to manage multiple priorities and navigate change effectively.
• Demonstrated ability to provide high quality customer service.

Working Conditions

On occasion, this position will be expected to work weekends, early mornings, and evenings/late nights. In addition, this job may require more than 40 hours a week determined by business needs.

Physical Requirements

Event Manager is required to remain in a stationary position for extended periods of time and may need to transport heavy objects occasionally.

Direct Reports

The Event Manager will indirectly supervise support and student staff as dictated by contracted business.