Event Manager

Company DescriptionFSA Management Group is an event, marketing and association management company specializing in custom service to our clients. Service is our core competency. Whether it is producing a conference or special event, creation of a marketing campaign, or full management, we are prepared to meet our client needs and take events to the next level.FSA offers complete support in the areas of event planning and production, strategic leadership, financial management, marketing, public relations, and operational support. Our team strives to deliver unmatched personal service, paired with customized resources that help our clients achieve their event objectives.Role DescriptionThis position is responsible for providing lead coordination for assigned client conferences and managing specific areas of functional expertise for all client conferences. The position works in collaboration with internal and external clients and volunteer leaders. This position also serves as a liaison between internal clients and external vendors and service suppliers. The major end result is effective project management, which achieves established conference objectives. Highly-rated, quality events should be the final product.FSA is a fast-paced work environment where managing multiple projects and clients is essential throughout the work week.This position will be remote plus will require some time in the Louisville, KY office with travel out of town six to eight times per year for up to a week at a time, including some weekends.Essential Duties:Lead Responsibilities (Assigned client conferences and/or events)Coordinates all functions of conference planning and productionDevelop the production timelines for the various events, including scheduling of deadlines, print production deadlines, hotel cut-off dates and other event milestones. Serve as the liaison to registration managers on the registration tracking and management of events.Participates in the RFP / site selection & contract process in collaboration with FSA executive director of event services.Participates in the budget development / financial management process in collaboration with FSA vice president of finance + operations.Work within established event budgets, providing alternative cost saving options (when available). Coordinate the reconciliation of vendor and hotel invoices to ensure accurate billing to the department’s clients.Assists in directing conference staff prior to production and on-site.Coordinates conference events’ development and execution in collaboration with event services team members.Directs the conference evaluation process, analyzing and communicating results to client stakeholders.Functional Expertise Responsibilities (May specialize in a group of related responsibilities for all client conferences and/or events)Customer ServiceCoordinates development of program content and speaker participation. Coordinates production of registration and on-site materials in collaboration with FSA marketing team.Manages AV services, PowerPoint and script developmentManages guest room block and develops facility room set.Coordinates development of registration set up in collaboration with FSA membership and registration team.Coordinates the development of evaluation documents and summaries.Manages tradeshows and exhibits.Provides defined sponsor fulfillment including management of donated productManages food & beverage, events, entertainment and décor.Coordinates the selection and delivery of promotional items.Coordinates shipping of conference materials.·       Manage multiple accounts and projects, working within scheduling requirementProvide excellent customer service to both internal and external clientsBrainstorm and develop concepts and copy for Event Promotions and EmailsResponsible for keeping actual event counts and history for future event planning and F&B guaranteesResponds promptly to telephone, email, and in-person inquiriesMake basic website updates that involve events and membershipSchedule committee meetings, facilitate virtual conference calls and breakout meetings and take detailed notesTake direction and feedback from internal team members and external clients and easily pivot accordinglyTrack time spent on projectsFunction effortlessly and effectively in a professional environmentAll other duties as assigned.Software & Technology Skills (Must be able to work at high-skill level in the Microsoft programs for client-managed deliverables):Microsoft Word, Excel, PowerPointZOOMGoogle Forms a plusFamiliarity with WordPress, Mail Chimp, Canva a plusFamiliarity with AV Tech equipment a plusQualifications Needed for Successful Performance of Responsibilities:College Degree required; with 5+ years of direct event management experienceExperience in areas of functional expertise responsibilities required.Experience in non-profit management or related fields desired.Ability to travel out of town six to eight times per year for up to a week at a time, including some weekends.CMP certification and project management experience a plus.Ability to work in a team environment is essentialExhibit excellent written and verbal communication skillsPositive attitude, self-motivated, and desire to assist internal and external clients.Exceptional attention to detail and strong organizational skillsAbility to multi-task and work both with minimal supervision and in collaborationProblem-solver with good judgment, discretion and time- management skillsEffective time management and organizational skills with the ability to proactively prioritize tasksVigorous work ethicA good sense of humor is a mustAbility to produce results quickly and efficientlyLoves working under deadlinesCalm under pressure – can excel and thrive in a high-volume and fast-changing environment