The Forum on Education Abroad seeks an experienced events manager to join our team! This position is responsible for planning the organization’s conferences, events, and meetings, including working with a variety of vendors and event hosts, including hotels, campuses, food & beverage, audio visual, printing, etc. Often, the manager will be communicating with individuals from a variety of cultural and linguistic backgrounds so the ability to engage with and support diverse groups and to demonstrate intercultural sensitivity, the highest quality customer service, a sense of humor, and the ability to multitask, are all absolutely essential. The manager is responsible for all logistical aspects of the organization\’s major conferences, multiple smaller events, and associated budgets, including some marketing and sales responsibilities.
Essential Function #1:
In-person Event Planning & Execution- With the oversight of the President/CEO, plan all logistics for major events, including the Annual Conference, European Conference, a new Latin America Conference, and 3-4 one-day training events annually. Responsibilities include creating an inclusive and welcoming atmosphere, developing event budgets, designing and reviewing the RFP process for venues, negotiating space, room nights, and other costs with hotels, tracking pick-up of hotel nights, selecting and supervising AV and other third-party vendors, selecting meals for all attendees, responding to participants and exhibitors’ dietary needs and questions, organizing receptions for all attendees, negotiating contracts with plenary speakers, arranging accommodations for participants with disabilities, and managing logistics for VIPs. The incumbent will develop the master schedule for events, including draft schedules for concurrent sessions, and developing detailed internal and external checklists, scripts, and timelines which shall include all deliverables, expectations and tasks associated with conference functions. Coordinate Forum Staff travel to the organization’s major events. Supervise an event management intern. Suggest and implement ways to lessen the environmental impact of all Forum events.
Essential Function #2:
Virtual Event Planning – Supervises the work of the Virtual Events Manager and/or other third-party contractors and vendors involved in the planning and delivery of virtual events.
Essential Function #3:
Secure and Facilitate Sponsorship and Exhibitors – In collaboration with Marketing & Sales, develop and implement sponsorship and exhibitor opportunities for all Forum events, including virtual. Assure that relevant information is accurately represented on the website and in communications. Create FAQs and enforce/revise policies as needed to ensure a productive and positive experience for event sponsors and exhibitors.
Essential Function #4:
Communicate with Participants – Respond to attendee questions, dietary, or accommodation requests. Develop a database of services available to assist disabled participants, when needed. Create relevant online forms, monitor and compare event registration data, and utilize reports available from the organization’s Association Management System (AMS). Address invoicing or registration fee questions from participants, exhibitors, and the organization’s billing department.
Essential Function #5
Assessment, Evaluation, & Innovation – Implement and analyze participant, sponsor, and exhibitor evaluations and feedback. Assess success of individual conference and event goals (revenue, attendance, satisfaction, etc.), trends, and suggest improvements. Ensure that The Forum’s events are fresh, exciting, and industry-leading by regularly innovating on existing practices, continually improving and streamlining practices, and staying current with new trends and best practices for event management.
Substantial event planning responsibility along with budgeting and contract negotiation experience, and demonstrated professional, effective writing skills would be an acceptable substitute for a college degree. Many of the responsibilities for this position are similar from event to event, although our Annual Conference is the largest and most complex. Frequently, the manager will juggle numerous lines of communication with hotels, caterers, exhibitors, and participants. When opportunities or issues outside the norm arise, the individual’s supervisor and peers are on hand to support and assist.
This is a full-time position and the person will work remotely from their own home office. Travel to in-person staff retreats of up to 3 days, 3-4 times per year, is required in addition to the site visits and up to two major conferences per year.
The salary for this position will depend on the candidates’ skills and expertise. The expected salary range will be between $45,000 – $55,000. The position comes with a generous benefit package, including several different health insurance plans, employer retirement contributions, 26 days of paid time off and up to 12 paid holidays per year. Candidates residing in Illinois, Massachusetts, Pennsylvania, or Rhode Island preferred.
We are committed to advancing equity, diversity and inclusion and eliminating structural racism and inequities wherever it is identified whether within our organization, the field of education abroad, and/or our communities. Every member of The Forum’s team is expected to embrace and actively advance the ideas included in this statement on Equity, Diversity, Inclusion, and Belonging.