Events Manager

Events Manager 1229

A leading enterprise software solutions company is seeking an Events Manager. The successful candidate will be a pivotal piece of the operations workstream providing key support for all attending workmates and our VIP of attendees (executives, customers, and third-party talent/speakers). The ideal candidate has experience managing 1000+ employee schedules over a multi-day event. The company offers a great work environment.

Events Manager Pay and Benefits:

• Hourly pay: $50/hr
• Worksite: Leading enterprise software solutions company (Pleasanton, CA 94588 - Hybrid)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 6 Month Assignment

Events Manager Responsibilities:

Employee Scheduler Pre-event:

Employee Support Strategy and Attendance Registration Form

• Confirm employee support strategy by building out requirements in order to confirm a list of employee attendees. This will include support from various teams for areas like: Breakout Sessions, Keynote, Sales, Field, and Executive Meetings, Expo, Marketing Core Team, Marketing PMO, Events, Corp Comm, Creative, EAs, Ask the Expert, Executives, Sponsors (and Partners), Analysts and Media, Video, Customer, Marketing.
• Design pre-registration form in partnership with our registration team in RainFocus (event registration tool) to gather employee attendee information to be used for review and approval to register: arrival/departure dates, Expertise / Role, Available windows to staff, Contact information, Emergency sub, List Manager.
• Ensure form is fully filled out by all conference support & teams.
• Manage and maintain employee list of all workmates and assignments.
• Ensure the schedule remains updated.
• Manage all updates, swaps, removals, and/or add employees as needed.
• Upload and maintain the approved lists in the scheduling tool.

Speaker and Expo List Management

• Work with EXPO leads to confirming staffing needs, how it will work, and where to assign.
• Gather and consolidate all required workers to staff expo areas, including but not limited to: product demos/solutions, Services, Culture (i.e. VIBE, Opportunity Onramps, etc.), Activations mapping to Keynote, Welcome and wayfinding counters, Industries zone.
• Support Single, Double, and Triple Session speaker job assignments & communications:
• Work with the content team to collect the list of session speakers who are tasked to also support shift(s) .
• Align to Expo volunteer shift needs.

Employee Scheduler Onsite:

• Create and distribute daily staffing sheets and issue daily “no show” reports.
• Manage employee check-in area and lounge:
• Scan employee volunteers for shifts onsite.
• Advise the agency as to what is needed for the space - tables, chairs, power, etc.
• Communicate back to employee leads where this area will be so they can inform employees.
• Have lounge area added to support maps/communications.
• Fill in with volunteer shifts as needed, due to employee no-show or illness.

VIP Manager Pre-event:

• Executing VIP Strategy
• Meeting with subject matter experts to learn of the ins and outs of management.
• Create a VIP project plan and confirm milestones to achieve full VIP strategy which includes: communication plan, resources like VIP tracker, VIP deck, VIP FAQ, etc.
• Execute all deliverables, experience, and perks for tiers of support.
• Enforce governance based on VIP tiers and established criteria.
• Establish relationships with key partners including by not limited to Executive Assistants, Housing lead, agency support staff, operations, Chiefs of Staff, security, etc.
• Support Operations Lead with all agency and VIP initiatives.
• Possess existing relationships with key stylists, editors, producers and influencers.
• Contribute to innovative and tactical communications strategies.
• Acts as the single point of contact responsible for the successful planning and execution of all VIPs attending our Event which includes: our executives, third party speakers/ talent customers
• Prepares VIP agendas prior to visit, provides corporate materials and binders, and coordinates gifts.
• Performs a wide range of administrative support duties as required, including but not limited to: using advanced PC/Mac applications, filing, directing phone and in-person requests for information, preparation of correspondence, travel coordination, etc.
• Manages the VIP coordination with approved external vendors.
• Work closely with Operations Lead to ensure all VIP expenses are within budget.
• Maintains accurate records for the VIP operations and maintains a live working schedule and notes for all activities at our Event for VIPs.
• Performs a wide range of special projects as assigned by Operations Lead.
• The main responsibilities of this position include managing the portfolio of VIP Event attendees delivering high-quality service and experience to these attendees.
• Devise and implement strategies to drive VIP experience, scale the program, and proper governance.
• Craft personalized and unforgettable experiences for VIPs, fostering a deeper affinity with our brand.
• Provide prompt and effective responses to inquiries from VIPs, swiftly resolving any issues or concerns they may have in a timely manner.
• Generate detailed reports on the VIP member portfolio, tracking key metrics and delivering valuable insights on their performance and preferences.
• As needed, contribute to the planning, attendance, and hosting of exclusive events for VIPs.

VIP Manager Onsite:

• Performs all operational aspects of the VIP program including shipping and receiving, room drops, airport transfers, housing upgrades, badge pickup / delivery / printing, VIP data and records storage.
• Coordinate with VIP assistants/handlers to ensure all arrivals and departures are executed to expectation and flawlessly.

Events Manager Qualifications:

• Experience managing 1000+ employee schedules over a multi-day event.
• Experience with RainFocus a plus.
• Executive Assistant experience is highly desirable.
• Scheduling tool management.
• Microsoft Outlook, Slack, Google sheets, docs, slides, and forms.
• Organization, communication, collaboration, customer service.
• High attention to detail.
• Experience design.
• Possesses great self-confidence and an outgoing personality.
• Excellent interpersonal skills with an emphasis on relationship building, retention, and growth.
• Demonstrates an irrepressible positive and winning attitude.
• Self-starter with the ability to work independently.
• Detail-oriented with excellent problem-solving skills.
• Team player who can work well in a collaborative environment.