Job Information
National Multiple Sclerosis Society Manager, Event Production in Birmingham, Alabama
WHO WE ARE:
The National Multiple Sclerosis Society mobilizes people and resources to drive research for a cure and to address the challenges of everyone affected by MS. To fulfill this mission, the Society funds cutting-edge research, drives change through advocacy, facilitates professional education, collaborates with MS organizations around the world, and provides programs and services designed to help people with MS and their families move their lives forward. We partner with volunteers to accomplish our work. Staff members engage volunteers through effective and timely communications, facilitating meaningful opportunities, and continually seeking and providing feedback for reciprocal growth and learning.
The Manager, Event Production position is responsible for an assigned events portfolio across a proximately expanded geographic territory ensuring the successful execution of all events to achieve overall event goals. This role is responsible for planning and execution of all logistical aspects of fundraising activities for all assigned events including but not limited to: creating and adhering to logistical timelines; managing expenses to budget; securing vendors and placing orders for event day set-up (tents, tables, chairs, fencing, etc.); securing permits and certificates of insurance; ordering and managing delivery of event supplies; inventory and management of multiple storage units; determining needs and securing event vehicles, negotiating vendor pricing and contracts. Will work closely with relationship management and volunteer engagement partners within assigned territory to provide for exceptional event experiences and support revenue growth.
The individual portfolio will encompass moderate level event grouping category events requiring a moderate level of proficiency and can include multi-market, higher level event grouping category events, and/or a significant quantity of events requiring advanced proficiency, year-round focus, and significant time investment.
Essential Function/Responsibility (% of time):
Event Production (60% of time)
Regularly collaborates with relationship management team and volunteer engagement staff serving as project manager to ensure exceptional event experience for participants and sponsors
Monitor, adhere to, and update event production timelines for all events; adhere to deadlines and communicate progress to supervisor, identifying potential roadblocks or challenges
Reserve and secure venues, permits and insurance for assigned events by predetermined deadlines, establishing, and maintaining positive relationships with communities hosting our events and vendors; identify and recommend new venues as necessary.
Maintain storage unit(s) to ensure space is fully utilized and orderly; will often include storage unit(s) outside of local market or large units that house supplies for more than one market
Maintain and track current inventory of event materials and supplies, including signage
Purchase, pack and distribute specified event supplies before, during and after each campaign (i.e. prizes, incentives, t-shirts, medals, etc.)
Provide local and National Sponsorship fulfillment information and manage deliveries
Collaboratively manage distribution of in-kind secured by the relationship management team.
Schedule and facilitate event production meetings with appropriate staff (pre, post, on-event)
Determine and communicate event staff assignments in conjunction with development team partners
Manage relationship with third-party logistics company, handling overall event logistics when applicable
Follow all risk management guidelines related to event execution (police, communications, rider support, etc.).
Partner with event and market leaders as well as lead volunteers to ensure rider safety, crisis communication, and weather-related delays or cancelations
Establish and maintain positive relationships vendors and with communities hosting our events
Serve as an active member of Emergency Response team; act as vendor contact for changes or cancelation
Identify and recommend new venues as necessary
Review, plan, secure and oversee event routes including developing contingencies as needed.
Works closely with the Society’s legal/risk management department to ensure adherence to the Society’s contract policy.
Ensures the timely submission of logistical event information so that TeamRaisers can be built and updated as needed to help drive acquisition and retention.
Other duties may be assigned as needed to support event operations
Budget and Project Coordination (20% of time)
Negotiate and manage specified event contracts including but not limited to tents, porta-potties, dumpsters, facilities, trucks and supply vehicles, hotel blocks
Follow event procurement process including purchase orders and contracts, payment processing, ensuring accurate record keeping and follow finance policies and procedures
Track expenses and adhere to approved budgets for all events
Maintain a focus on cost saving measures by ensuring appropriate bidding process for multi-site vendors (including tents, tables and chairs, heavy equipment, toilets, waste disposal, vehicle rentals, communication equipment, entertainment equipment, water and ice, peripheral equipment such as cones, stanchions, barricades, fencing, food vendors) whether paid or in-kind
Complete all post-event financials (final invoice payments, etc.), thank you communications to vendors/partners, tracking supply/product usage and noting opportunities for following year; ensure the same for direct reports
Manage relationships and responsibilities for specialized volunteer support and safety for all assigned events (20%)
Lead volunteer committees to ensure members are fully supported and prepared for day-of-event roles and responsibilities
Initiate, develop and facilitate committee meetings, in conjunction with relationship management partner, to share event details and ensure critical logistical items are addressed
Cultivate volunteers, seek, and provide feedback on route, event timing, rider safety and support, etc.; share opportunities and ideas for reciprocal growth and learning
Minimum Education:
Bachelor of Arts or Science preferably in Business, Hospitality, or related field
Experience and prior management will be considered in lieu of degree.
Minimum Experience:
At least 4 years of related experience.
Non-profit experience (or equivalent) preferred.
Some planning and implementation experience to drive measurable results and focus resources for a positive and safe event experience preferred.
Experience managing a project/event from conceptualization through implementation a plus.
Strong initiative with the ability to monitor multiple projects with competing priorities.
Ability to manage and motivate staff and volunteers from a distance while deepening relationships and creating/building trust.
Ability to multi-task, prioritize and organize while acting to achieve specific results.
Ability to establish strong collaborative relationships and work with others in a cooperative and effective manner.
Ability to adjust and maintain effectiveness in the face of multiple priorities/projects.
Strong organizational, planning, and prioritization skills.
Excellent written and oral communication skills with strong interpersonal skills.
Results driven, determined, and strong attention to detail is a must.
Commitment to the mission, vision, cultural values, and expectations of the National MS Society.
Technical/Other requirements:
This position will be required to drive/travel on Society business. Candidate must possess a valid driver's license, proof of insurance and reliable transportation. The Society does run motor vehicle checks for all positions which require driving and the applicant must meet the Society guidelines
Experience with logistical mapping and event diagram software such as Ride with GPS or Smartdraw a plus
Flexibility to work evenings and weekends to support volunteer committees and events, especially during peak event season
Job will require driving of 16' box trucks, lifting up to 25lbs and attending events on weekends. Will hold a portfolio in two different markets
Compensation & Benefits:
The estimated hiring compensation range for this role is $48,000-$55,000 annually. Final offers will be based on the candidate's geographic location and consider career experience and may vary from this range due to these and other factors.
You will have the opportunity for a highly competitive, comprehensive benefit package that the Society provides to employees. Your benefits include a considerable Paid Time Off Plan; Paid Holidays; 401k Retirement Savings Plan with Society match; Educational Reimbursement Plan; Professional Development Assistance; Commuter Benefit Plan; Comprehensive Health & Welfare benefits including Medical, Dental, Vision, Flex Spending Accounts, Life Insurance, Disability Coverage, Life Assistance Plan as well as additional voluntary benefit offerings. We value continuous learning and support your professional development through a Professional Development Assistance plan. You will join an incredible mission focused team of people!
The Society has a career framework that is our foundation of a clear, consistent structure for growth and careers. It is comprised of career bands and career levels, as well as functions and disciplines, that together, capture the Society’s positions and work.
This position is in the Business career band and a level of 4 (B4).
The National MS Society is committed to building a diverse and inclusive workforce. We strive to create a workforce that reflects the communities we serve and where everyone feels empowered to bring their authentic selves to work. We need you and your unique talents and perspectives to help us write the last chapter on MS.
APPLICATION INSTRUCTIONS:
We appreciate your consideration of our job opportunities and strive to make it as effortless as possible to apply for our positions. With only a few required sections and the option to use our resume parsing tool, we aim to streamline the application experience, saving you time and effort. Additionally, if you wish to include a cover letter with your application, please feel free to attach it along with your resume, and any other documents required, to the Resume/CV document upload section at the bottom of the My Experience page. We appreciate your interest in joining our team and look forward to receiving your application!
Important: Please check the job posting to see if a Cover Letter or any other documents are required for the position you are applying to. You will not be able to modify your application after you submit it. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. If you experience any trouble submitting your materials, please check out our FAQ & Contact Us page (https://www.nationalmssociety.org/Helpful-Links/Contact-Us/Careers) .