Special Events and Projects Manager - Ukpeagvik Inupiat Corporation

Overview

Job Summary

The Special Events and Projects Manager plans, coordinates, and executes special events and projects for UIC Corporate and its subsidiaries.  This position manages and supervises events and projects for both unique and reoccurring programs, initiatives, conferences, seminars, and team-building activities.  Reporting to the CAO, the Special Events and Projects Manager has regular and frequent collaboration with UIC Executive Leadership and operational management staff to identify and implement projects aligned with corporate goals and objectives.  This position oversees UIC's unique projects during their lifecycles, from the start to finish, including but not limited to managing event budgets, negotiating contracts with vendors, and ensuring cost-effective execution of projects.  This position regularly works with various departments and staff within UIC Corporate and its subsidiaries to ensure project success.

Responsibilities

Roles & Responsibilities

• Provides expertise in project planning, coordination, and management for unique and reoccurring programs, initiatives, conferences, seminars, and team-building activities for UIC Corporate and subsidiaries within the UIC Family of Companies.
• Collaborates with executive management to ensure that events align with company goals and objectives, including but not limited to shareholder services, workforce development, the UIC Foundation, and more.
• Develops ideas, conducts research, and ensures efficient and effective project planning and coordination such that projects and events are completed on time and within budget.
• Identifies and develops strategies to optimize funding opportunities to support corporate projects and events, including but not limited to grants, donations, and other forms of sponsorship.
• Manages and administers the grants requirement and implementation for the company to ensure compliance with applicable policies, regulations, and laws, including for both grants both given and received by UIC and/or the UIC Foundation.
• Protects the confidentiality of the company’s matters in accordance with company policy, to include identification of sensitive and confidential information, appropriate use of media for communications, secure storage of sensitive information, appropriate disclosure and nondisclosure of information, and training and enforcement of the same with staff.
• Coordinates with internal departments and staff to ensure seamless execution of events.
• Works with marketing teams to develop event marketing plans to generate attendance and promote events to promote events and projects through various channels.
• Develops and maintains relationships with shareholders, clients, vendors, and other stakeholders.
• Coordinates logistics, such as venue selection, catering, transportation, and audio-visual requirements for events.
• Supervises event setup and breakdown while providing onsite event management and troubleshooting.
• Conducts post-event evaluations to analyze success and identify areas for improvement.
• Stays updated on industry trends and best practices to enhance the quality and creativity of events.

Knowledge and Skills

• Excellent project management skills with experience in managing and supervising executive level projects.
• Excellent administrative and organizational
• Excellent verbal and written communication skills.
• Proven dependability and ability to manage a large workload with competing
• Demonstrated ability to work independently with minimal supervision.
• Demonstrated ability to work effectively and productively with different employees, representatives of other organizations, and the public.
• Experience with basic financial management skills including developing and monitoring budgets and financial reporting.
• Expertise with administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Expertise with supporting software applications, to include Adobe, Word, Outlook, Excel, PowerPoint, and various online travel applications.
• The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
• Dependable performance and punctual
• Periodic travel, both in state and out of state and some evening/weekend/holiday work may also be required.
• Supervisory experience preferred.
• Experience working within an Alaska Native Corporation preferred.

Qualifications

• Education and Experience

  A Bachelor’s degree in business or public administration, communications and marketing, or a related field.  Experience of comparable value may be substituted for the degree requirement.

  Six years of administrative, event planning, and project management experience that results in demonstrable expertise in comprehensive administrative support and project management. 

  Three years of experience providing direct administrative support and coordination to a senior executive.

  Two years of experience in grant writing and administration.

  Proficiency in Adobe, Word, Outlook, Excel, PowerPoint, and various online travel applications, and event management software.

  Willingness to work flexible hours, including evenings and weekends, as required by event schedules.

  Equipment Used

  Common office equipment such as:

  • Computers, tablets, and smart phones
  • Print/Copy/Scan/Fax Machines
  • Telephones, teleconferencing systems, and videoconferencing systems

  Physical & Mental Demands

  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is frequently required to read text on a computer screen and hard copy, stand or sit, talk, and hear.
  • The employee is occasionally required to stand, walk, and reach with hands and arms.
  • Exposure to moderate levels of noise in a well-lit, well-ventilated and moderately paced office environment.
  • The employee must regularly lift and/or move up to 20 pounds.

   

  Ukpeaġvik Iñupiat Corporation (UIC) considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran’s status or any other legal protected status. In furtherance, pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC Shareholders and their Descendants, based on the provisions contained within The Alaska Native Claims Settlement Act. EOE/AA/M/F/D/V

  WORK ENVIRONMENT & CONDITIONS

  This position is based in the Anchorage Corporate office with travel to Utqiaġvik, Alaska, across Alaska, and throughout the Lower 48.  Typical office setting in a large office building.  Work is generally sedentary in nature, but may require frequent standing and walking. Occasional travel to Construction Site Settings.  May be subject to environmental conditions of a general office setting/construction setting.

  TRAVEL

  Frequent work-related travel by air.

  Company OverviewUkpeaġvik Iñupiat Corporation (UIC) is the village corporation of Barrow, Alaska and is recognized as one of Alaska's top 10 companies with approximately 4,000 employees nationwide and revenues above $700M annually.

  As a proud Alaska Native Corporation, our success brings growth and benefits to our Inupiat shareholders. The size and diversity of our operations means we have a broad variety of career opportunities. We recruit only qualified people looking to join a workforce characterized by strong leadership, competent and hard-working staff, and a superior work environment with a focus on career development, great wages and benefits.

  UIC Preference Hiring:

  Pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC shareholders and their descendants, based on the provisions

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