Senior Associate, Conference and Event Services

Senior Associate, Conference and Event Services (Onsite-Hybrid)

Workplace Services (WPS)
The Workplace Services (WPS) Department manages Pew's integrated facilities management portfolio, a state-of-the-art Conference Center, event and the organizations enterprise-wide organizational continuity management program. The department consists of the following core functions:

• Conference and Event Services (CES)
• Integrated Facilities Management (IFM)
• Organizational Continuity Management (OCM)

Event Management
The Event Management team brings together the right mix of external vendors and staff to lead the meeting areas from first inquiry through delivery of all services required for the day-to-day operation of the event, including finalization of all billing to internal and external guests.

The event management staff, a highly guest service-oriented team, apply internal and external policies and procedures concerning event management requiring group rooms and also effectively plan all logistics of the meeting including room setup, audio visual, transportation, housing and food and beverage and any other needs.

Position Overview
The Senior Associate is responsible with the Event team, for managing logistics for all meetings, conferences, and convening's hosted by Pew. This position is responsible for leading all logistical needs including organizing food and beverage, audio visual, transportation, registration pages, signage, room setups, and all other needs. This position is also the primary contact for all vendors, attendees or any third party company directly involved in the management of the event.

To be successful, this individual must be customer-focused and able to navigate in a complex internal structure, work with multiple levels of management, possess excellent organizational skills in managing a heavy workload and communication skills; effectively manages stressful situations, have demonstrated experience and success in event management; budget management, knowledge of online event management software, specifically Cvent, experience directing individuals, provide training/coaching to staff; be guest service oriented; and work well in a team environment.

The position, based in Pew's Philadelphia. This position participates in Pew's hybrid work program with core days in the office and the flexibility to telework the remaining days. Staff also enjoy four telework "flex weeks" per year.

Responsibilities

• Direct the planning and execution of The Pew Charitable Trusts' events, meetings and conferences that require meeting space and/or group room block nights in Washington, DC, primarily at 901 E conference center.
• Arrange and ensure that all logistical details including organizing food and beverage, handouts, travel, housing, and meeting space for all events, meetings, and conferences are run effectively.
• Determine menus, room setup, A/V, for all events.
• Work directly with the travel management companies to set up flights for events, manage the billing and provide approval on flights that are over the approved amounts.
• Respond to questions from organizers and attendees within 24- 48 hours for each event.
• Serve as primary liaison for all meeting-related vendors.
• Negotiate contracts focused on event management. Coordinate with legal to ensure all contracts meet Pew's process requirements and standards.
• Work with programmatic staff to ensure invoices for the travel management company are submitted and paid in a timely manner.
• Utilizing Pew's registration software, Cvent, demonstrate proficiency and ability to create registration pages, invitations and all communication to attendees for all events through the online event management software system.
• Develop and manage meeting and event related budgets through all phases of event planning.
• Review all invoices and billing and ensure payment processing for every event.
• Conduct regularly scheduled meetings with staff (internal clients) to seamlessly coordinate program content with event logistics.
• Help to identify and train staff to assist with registration.
• Coordinate with internal clients to confirm and inform legal affairs and government relations of federal or state employees in attendance at Pew events.
• Collaborate with the manager to identify relevant professional development opportunities and stay up to date on event planning trends and best practices.
• Manage other duties and responsibilities as necessary and assigned.

Requirements

• Generally, requires 4 years of experience, and a bachelor's degree or equivalent experience in event planning.
• Demonstrated experience coordinating meetings and complex travel arrangements.
• Experience managing contracts and vendors preferred. Strong negotiation skills in order to receive the best rates on vendor contracts for events.
• Responsiveness to requests and commitment to providing high quality service. Maintains a customer service demeanor at all times.
• Experience with Cvent registration software highly preferred. Cvent certification preferred.
• Certified Meeting Professional (CMP) accreditation preferred.
• Outstanding organizational and time management skills; ability to manage the details of several events at different stages simultaneously and a strong capacity to track details is required.
• Excellent verbal and written communication skills (including proofreading) and the ability to express oneself concisely and clearly using correct grammar.
• Attention to detail, conscientious, proactive and ability to anticipate needs. Monitors and double-checks work and information for accuracy and quality.
• Flexibility to work as part of a team or independently to meet goals. Self-directed to take action and resolve issues.
• Sound judgment and discretion in handling sensitive matters and a wide variety of people as well as the ability to conduct oneself in a highly professional manner. Makes decisions or choices wisely, after adequately contemplating various courses of action and their potential repercussions.
• Ability to understand organizational structure and work through administrative systems and processes. Ask appropriate questions to facilitate work being completed.
• Knowledge of SalesForce is preferred.
• Basic HTML knowledge.
• Knowledge of and demonstrated proficiency in the use of office and word processing software (Windows, Microsoft Word, Excel, PowerPoint and Outlook) is preferred.
• Ability to create simple charts, graphs, flow charts, spreadsheets and other figures.

Travel
Minimal travel anticipated for this position. May have local DMV travel as needed.

Work Authorization:

Candidates must be legally authorized to work in the country for which they are seeking employment without the need of a visa sponsorship.

Salary Range

The salary range represents a reasonable estimate of the annual salary based on Pew's commitment to provide equitable and market-competitive pay. The actual salary offered will take into consideration many factors including but not limited to job-related knowledge, skills and experience, internal pay equity, and business need.

Total Rewards

We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse, inclusive, and equitable workplace. Pew considers qualified applicants for employment without regard to age, race, color, sex (including pregnancy), nation of origin, ethnicity, religion, disability, marital status, sexual orientation, gender identity or expression, genetic information, military/veteran status, or any other basis prohibited by law.