Event Manager

Job Summary:

The Event Manager will assess NCAI's needs and requirements for a variety of meetings, conventions, and events, and make all arrangements necessary to execute the NCAI desired vision and goal.

Duties/Responsibilities:

Under the direction of Director of Operations, the primary duties of the Event Manager include but are not limited to:

• Consults with departments to assess and understand their needs for the event; areas of discussion and consultation include staffing, meeting rooms, convention halls, ballrooms, hospitality suites, hotel rooms, catering, signage, programs, music, security, display areas, and other specialized requirements.
• Coordinates overall events schedule and maintains/updates applicable RFPs for venues and contracted ancillary services.
• Compiles a short list of prospective event locations; completes site visits with selected team and provides guidance on the final selection.
• Compiles price lists and negotiates contracts for services, dates, times, and spaces.
• Consults with contractors and coordinates with staff to plan and develop event schedule, topics, and featured speakers.
• Ensures that events meet legal, safety, and health requirements and regulations; obtains necessary permits from fire and health departments.
• Coordinates transportation for guests, attendees, speakers, or other parties.
• Coordinates registration process for event participants.
• Manages all administrative duties and details associated with the event including financial operations, distribution of promotional materials, and responding to inquiries.
• Develops and maintains current lists of available venues and services, and pricing options.
• Develop and expand vendor relationships and contacts.
• Provide weekly status reports and coordinates monthly expenses forecasts with the Finance and shares with other team members or partners where relevant.
• Define NCAI event planning goals to identify registration details set up for both in-person and virtual conferences, meetings, and events.
• Manage set-up and oversight of events management systems and virtual platforms and all related logistics.
• Work with local tribal planning committees to coordinate local events, volunteer, and sponsorship efforts prior to each conference.
• Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Strong project management skills with ability to manage several projects at one time, which will be at different stages of their development, effectively prioritizing the projects, within an established planning schedule, to ensure that each event and/or conference is brought in on time and at budget.
• Strong organizational skills and meticulous attention to detail.
• Strong verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Confident, skilled negotiator
• Creative and effective problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to problem solve and to assist with a calm, courteous, and helpful manner and attitude.
• Thorough understanding of legal regulations and permits required for events.
• Proficient with Google Workspace, Slack and other related software.

Education and Experience:

• Bachelor's degree in hospitality, Meeting, and Event Planning or related field preferred.
• Minimum of five years of experience in large event planning required.
• Events Planning certification preferred.

Physical Requirements:

• Must be able to stand and walk for long periods of time during events.
• Must be able to lift up to 25 pounds.
• Must be able to travel and work a variety of hours to accommodate events.

Supervisory Responsibilities:

Hires, trains, manages, and schedules event volunteers and support staff/contractors

Compensation:

The salary range is $70,000-90,000, commensurate with experience and educational qualifications.

Work Hours and Environment:

This is a Forty (40) hours per calendar week position, fifty-two (52) weeks per calendar year; provided, however, during the time periods leading up to, during, and immediately following NCAI conferences and similar events, involvement up to Sixty (60) hours per week may be required.

This position is remote eligible.