POSITION OVERVIEW

The Program & Events Manager’s primary objective is to oversee and execute all Chamber events and program activities.  The position is responsible for ensuring every event is successful and that all events meet budgetary requirements including vendor sales and control of expenditures.

The Program & Events Manager works closely with the Communication Manger, Membership Development Manager, VP of Finance, and must be a team player.

As a member of our small office, you will also be called on to fill in other roles when necessary

POSITION RESPONSIBILITIES 

Plan and operate all existing Chamber fundraising, networking and educational events.

Plan, Manage and execute all Chamber events, including monthly roundtables, workshops, luncheons, breakfasts, and networking events as well as annual events such as the annual Gala, Wine and Jazz, Annual Auction, Community Cookout, Battle of the Bands and any additional events by the Boca Chamber.

Compile Event Records for future planning, promotion and posterity.

Prepare an annual event analysis with a focus on participation, relevance, profitability, community benefit and membership benefit.

Solicit vendors for chamber events.

Ensure necessary income generation from yearly events through preliminary event budgets and managing of event spending.

Serve as the lead staff person on all Chamber events and activities.

Ensure that each event comes off in a manner that maintains a positive public image.

Volunteer and Intern procurement and management for each Chamber event.

Manage each committee that you are assigned to be organized, prepared, following a time- line, and ready to meet the challenges which any event might provide.

Coordinate and execute all Chamber events in such a way that they are not rushed or require excess expense due to inadequate planning.

Event site selection, scheduling, transportation and parking coordination, arranging for entertainment and/or featured speakers, event security, catering, emergency plans, event venue décor aligned with chamber event brand.

Solicit donations for raffle items, volunteer food and drinks, competitor refreshments, etc.

Manage event registration. Increase event participation with a focus on making user friendly processes for attendees, guests, participating teams, etc.

Maintain and update event inventory list

Assist in the development of an annual budget for support of all events to meet stated goals, including attendance, sponsorship fulfillment, financial benefit, etc.

Ensure that each event is profitable, taking into account both hard costs and staff time, by preparing a budget for each event and monitoring the financial aspects of the event throughout.

Research and create sponsorship opportunities and consider alternative sources of funding for Chamber events and programs.

Ability to negotiate contracts, trade and rental agreements with Chamber partners and vendors.

Perform other job duties as assigned

ORGANIZATIONAL ALIGNMENT

Reports to Executive Vice President.

Works with partner businesses to ensure event coordination.

The position has once direct paid staff report which is the Event Coordinator.

QUALIFICATIONS

Ability to organize, plan and prioritize workload involving multiple projects at one time.

Experience coordinating large events.

College degree helpful but not required, preferably in event planning or 7+ years’ experience in the field.

Possess a Chamber personality. Ability to provide excellent customer service and be a team player.

Must be a hard worker and self-motivated ability to work independently.

In-depth knowledge of sales functions and customer service-oriented principles.

Strong interpersonal skills to effectively cultivate relationships with prospects, members, volunteers and community stakeholders.

Ability to communicate effectively to diverse audiences.

Must be a team player that works well in fast-paced, changing environment.

Must have the ability to foster the values of member relations and quality assurance in customer service.

Experience in project management or event coordination including budget and development.

Strong verbal and written communication skills.

Computer literate: All Microsoft products. Adobe experience desired.

Previous Chamber experience and familiarity working with a business organization preferred.

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ENVIRONMENTAL JOB REQUIREMENTS AND WORKING CONDITIONS

Must have a valid Driver’s License, reliable car, and be insured

While performing this job you will be required to sit at a desk, for long periods of time

Also standing, walking, lifting up to 50 lbs. and being in all types of weather conditions

Occasional work on evenings, weekends and holidays

Minimum average time commitment will exceed 40 hours per week in order to fulfill the duties required of this non-exempt position.