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The Event Manager, Disaster Response will sit on the CGI Commitments Team and report to the Director of Commitments. Additionally, the Manager will be responsible for lateral coordination across the Clinton Foundation, including Marketing, Communications, Finance, and others. The Event Manager will be the primary manager for all event-related operations and logistics for all CGI Action Network events, and will also provide support to the CGI University team in executing the 2018 CGI University meeting at the University of Chicago.
1. Serving as the event planner for two Action Network meetings in a six-month period.
o Work closely with the Commitments Team to establish key event goals and develop corresponding overall event schedule.
o Primarily responsible for management of overall event calendar, work plan tracking and leading interdepartmental coordination to support the planning and flawless execution of event logistics in the lead up to events.
o Manage venue selection, set up, space allocation and the master production schedule for events in conjunction with CGI’s external Production vendor. Serves as primary internal point-of-contact with host venue.
o Serve as an internal point-of-contact with CGI’s production company for all logistics items relating to event including; overall timeline, list of deliverables, load in/load out, third-party vendors, graphics, A/V elements, rentals, staging, etc.
o Independently manage and updats the full event budget, collecting information from different internal and external points of contact, scheduling regular budget reviews with Finance, seeking budget increase approvals when needed and performing timely budget reconciliation post events.
o Negotiate all relevant venue and vendor contracts. Must have the ability to become quickly familiarized with market pricing in locations where events are being held.
o Work with in-house Marketing department and graphics vendors to create a cohesive event ‘look and feel’ and manages the graphics budget, as well as coordinates other printed materials related to the event.
o Coordinate all catering and special events that will be held in conjunction with the meetings.
o Oversee internal staffing plans and related logistics to support
each event is properly staffed across all roles and departments.
2. Serving as a key support for the CGI University team for the 2018 CGI University meeting held at University of Chicago.
o Collaborate with a wide range of internal and external stakeholders, including CGI U and Clinton Foundation staff, the University of Chicago, and any potential external vendors or producers.
o Manage the credential process for all guests including student members, speakers, staff, and other meeting guests.
o Assist with budget tracking, printed materials, work plans, key dates and deadlines, and staff advisories.
o Help manage on-site staff logistics, including countdown meetings, seating and access, volunteer schedules and orientation, and supplies.
o Assist with the development and management of full master production schedule.
1. Education (Minimum Needed and Type of Degree Needed):
• Minimum Required: Bachelor’s Degree
2. Work Experience (Minimum Needed):
• Minimum Required: 5-6 years of relevant experience, including event planning and project management.
3. Specialized Knowledge Needed for Performance of Job:
• Must have the ability to independently drive overall interdepartmental work plans and be comfortable maintaining status of all aspects of the event.
4. Skills (e.g. Level of Judgment Required, Ability to Direct, Work Independently, Multi-Task, etc.):
• Proactive and forward thinking, demonstrated creative vision for events.
• Demonstrates superior organizational and written communications skills as well as ability to prioritize and multi-task in a fast-paced environment.
5. Special Skills (Technical or Advanced)
• Proficiency in Microsoft Office suite including Excel, Word, PowerPoint, and Outlook required, database experience preferred.
6. Other (Communication Skills, Mechanical Aptitude, Math Skills, Learning Skills, or Other Specific Skills Required):
• Team player that is committed to the greater good of the organization and the overall success of the department.
• Must have excellent interpersonal skills, be able to communicate positively with multiple departments, developing a strong rapport with all levels of staff as well as various vendors, and demonstrate diplomacy and tact even when under pressure.
• Willingness/flexibility to work long hours in preparation for events and a sense of humor to help the team have fun along the way.
7. Additional Comments
• Ability to work in a varying schedule including nights, early mornings, weekends and holidays.
• Office Environment: Constant computer work requiring repetitive motion, prolonged sitting and sustained visual/mental demands. Occasional lifting, bending, pulling, collating, and filing, some of which may be heavy (>15 lbs.) and require use of carts.
• Travel Environment: Occasional long-distance travel (sometimes to developing countries) which may require walking distances, lifting and carrying luggage and boxes (>25 lbs.) or prolonged periods of sitting in tight quarters.
The Clinton Foundation maintains a strong policy of equal opportunity in employment. It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.