Event Manager
Job Details
Participate Learning - Chapel Hill, NC
Full Time
Event Manager

Who We Are

Participate Learning is a force for good that connects teachers and students through global education programs to foster human understanding and create peace around the world. We offer purpose-driven, challenging work in a collaborative environment, a flexible and open culture, and encourage employees to pursue their professional and personal passions.

As part of our B Corp commitment, one of the important measures of the success of our business is the positive impact we make on our employees. Our work inspires everyone to be change agents, bringing more empathy and connection to the world.

At Participate Learning, our most important asset is our staff. We offer a comprehensive benefits package that reflects this. We offer health coverage, flexible spending accounts, paid disability, maternity/paternity leave, generous vacation, paid sick time and federal holidays. Additional perks include 401(k) match, adoption assistance, infant-at-work program, work-from-home options, cell phone reimbursement, fully-stocked kitchen, onsite gym and volunteer time off. 

 

Love What You Do and Why You Do It! 

Participate Learning uses business as a force for good to connect teachers and students through global education programs. We are recruiting for an experienced Events expert looking for inspiring, fulfilling work who wants to join us on our mission to unite our world through global education. As a global education company, we encourage lifelong learning and support our employees' pursuits through tuition assistance, learning a new language and annual professional development funds.

 

Position Summary

The Event Manager designs the logistics and produces exceptional customer and teacher events and internal company events and meetings, in person or virtually. The events include preparations and execution of company attendance at local and national conferences. Working across all departments, this position manages logistics and coordinates supports to create engaging and meaningful events. This individual is knowledgeable of best-practices in event and meeting planning, highly organized, with excellent interpersonal and communication skills. He/she is able to produce memorable events from conception to completion, which reflect Participate Learning’s brand, demonstrate outstanding customer service, and are within the established budget. The right candidate has a portfolio of successful events demonstrating their attention to detail, efficiency, organizational skills, urgency and time management.  

Essential Functions 

  • Plan, design, and creatively produce in-person and virtual events while managing all project delivery elements within time limits and within budget

  • Liaise with department contacts to identify their needs and to ensure customer satisfaction

  • Conduct market research, gather information and negotiate contracts prior to closing any deals

  • Coordinate scheduling of events on the calendar

  • Provide feedback and report updates to stakeholders

  • Propose ideas to improve provided services and event quality 

  • Organize facilities and manage all event’s details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc.

  • Prepare swag, nametags, materials, packages, gift bags, registration lists, seating cards, etc.

  • Assist with managing on-site production and clean up for events as necessary

  • Create and revise room layouts for each event

  • Manage logistics and provide support for all national, state, and regional conferences and sponsorships, working closely with marketing, sales, and other teams

  • Ensure compliance with insurance, legal, health and safety obligations

  • Specify staff support requirements for events and coordinate their activities

  • Collaborate with marketing and PR to promote and publicize event, as well as review & prepare all presentation materials

  • Proactively handle any arising issues and troubleshoot any emerging problems for events 

  • Conduct pre- and post-event evaluations and report on outcomes

  • Propose new ideas to improve the event planning and implementation process 

  • Serve as liaison with vendors on event and facility related matters

  • Prepare and modify event contracts as requested

  • Assist with preparing budgets and provide periodic progress reports 

  • Keep track of event finances including payments, invoicing and reporting

  • Other duties as assigned

Key Knowledge, Skill, Ability and Education Requirements
  • Bachelor’s degree preferred and 5-10 years event planning experience or equivalent combination of education and experience

  • CMP certification preferred

  • Experience planning and implementing both in-person and online events

  • Excellent communication skills, including writing, proofreading skills and speaking

  • Ability to manage multiple projects and work assignments from a variety of staff 

  • Excellent interpersonal skills in person, by phone and online with high professionalism

  • Ability to accomplish projects with little supervision

  • Excellent customer service ethic and high expectations for quality

  • Exceptional attention to detail

  • Proficient using the latest versions of Google office products for communications, managing tasks, preparing presentations, etc. 

  • Proficient at event-related administrative tasks such as mail merges, preparing agendas, etc.

  • Proficient with event platforms such as Eventbrite, Zoom, and other event management tools

 

Key Measures 

  • Client satisfaction (participants & stakeholders) from event survey feedback

  • Project deliverables - goals are met on time, budget management

  • Company-wide goals related to teacher satisfaction & retention

 

Other Essential Requirements

  • Weekend and evening work during summer orientations and fall conferences

  • Reliable transportation and valid driver’s license without restrictions

  • Due to the nature of our work with teachers and schools, COVID-19 vaccine and booster is a requirement for new hires, however the company will consider accommodations for disability and religious reasons.

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