Events Supervisor

World Help, a Christian humanitarian organization serving the physical and spiritual needs of impoverished communities around the world, is looking to hire an Events Supervisor to serve as a leader in planning, coordinating, and carrying out in-person, remote, and hybrid World Help-hosted events. These functions are fulfilled through developing, modifying, and implementing multi-faceted programs designed to introduce and grow donor relationships while ensuring that World Help is conducting said events in a cost-effective manner, traveling to event locations, and collaborating with third-party vendors to acquire all supplies, materials, and meals desired for events. The Events Supervisor will also be expected to collaborate internally with all relevant World Help departments to ensure the entire scope of the event maintains organizational excellence. Together, these responsibilities allow the Events Supervisor to conduct events that serve as a first introduction to prospective donors/attendees and deepen relationships with current World Help donors/sponsors.

Whoever is taking on this role must exhibit a fanatic attention to detail, exemplary communication skills, and a strong administrative skillset in order to be selected for the Events Supervisor role. World Help is searching for a devout follower of Christ whose worldview correlates with the company’s mission and values.

Scope of Job

Primary Duties and Responsibilities

• Responsible for the project management of all events, including but not limited to the negotiation of contracts, scheduling and arrangement of programs/performances/events, transportation, and sourcing of both domestic and international venues.
• Plan and coordinate in-person, virtual, and/or hybrid events while creating and managing a clear timeline; assigning tasks and expectations from start to finish in order to ensure a smooth program to reach planned objectives.
• Utilize the Asana Project Management Software to assign event-related tasks to relevant World Help employees, which cover every aspect of the event’s planning and execution.
• Present innovative ideas and suggestions to elevate events and enhance repeat events while still accomplishing goals.
• Prepare and account for the budget and financial health of the events while forecasting any anticipated future needs.
• Travel as required for events, often including pre-visits or trial runs of an event/location and early arrival to the event before the official open day, traveling to the World Help office in Virginia to meet with staff and/or assist with events local to the office.
• Meet with the Events Manager on a weekly basis to report on updates and progress of Events.
• Partner with the Events Manager once quotes are gathered to review and execute contracts/agreements with third-party vendors.
• Coordinate all operations related to the event, including inventory/shipment needs, supplies, negotiations with vendors and contracts for set up/arrival time, expenses, meals, third party on sight expectations during events, payments, promotional and registration materials, expenses, and proper submission/charges to account.
• At the conclusion of each event, request/gather feedback and analyze return on investment against expectations and hold a minimum of two meetings (prior to and at the conclusion) for each event. Some events may require multiple meetings prior to the event for planning purposes, in addition to meeting at the event location and event walkthroughs to ensure a seamless event.
• Resolve issues, problems, and challenges as they arise through strong problem-solving skills that deliver desirable outcomes for all involved.
• Any additional duties needed to help drive the mission, vision, and organizational values of World Help.

Position Level Responsibilities

• Strategic Planning
  • Develop strategies for events and executes them efficiently.
  • Collaborate on creation of budget and manages budget for events.
  • Synergize with other Managers, Directors, and third-party vendors/contractors to facilitate needs and optimize workflow.
• Leadership
  • Represent World Help in a professional manner and conduct behavior reflected of World Help values, both internally when working/speaking with employees at all levels in the corporate hierarchy and externally while working/speaking with partners, programs, vendors, hotel managers, third parties, and the general public.

Required Skills, Experience, and Education

• Bachelor’s Degree
• Technical and computer efficient.
• Possesses strong interpersonal skills that allow for efficient teamwork.
• Ability to manage others and create unity.
• Comfortable handling conflict while generating a positive resolution outcome.
• Strategic planning experience.
• Clear/effective verbal and written communication skills.

Preferred Skills, Experience and Education

• Proficient with Microsoft Excel and Word
• Experience in Negotiating Contracts
• Expertise in Travel & Hospitality
• Working Knowledge of Asana Project Management Software

Competencies and Traits

• Highly administrative
• Very detail-oriented
• Critical and innovative thinker
• Dependable with strong work ethic
• Superior organizational skills and ability to prioritize business needs
• Exceptional maturity, tact, diplomacy, and engaging personality
• A self-starter, able to work independently or as a team
• Team player willing to communicate responsibilities of other team members and follow up to ensure all parties are fulfilling their roles as it pertains to an event
• Able to adapt to different event situations and environments

Position Status, Work Environment, Travel, Physical Requirements

• Full Time
• Salary (Exempt)
• Works in office with a hybrid capacity, but available to travel as needed for the organization to determined locations.
• This position requires sitting at a desk and computer most of the day.
• Ability to lift supplies and/or boxes weighing up to 40 pounds for events.
• Must be available for events during normal working hours, late nights, and weekends.
• Travel is required.