MANAGER, BROAD SPECIAL EVENTS

General information

Location

Cambridge, MA

Ref #

40409

Job Family

Administration

Date published

19-Jul-2024

Time Type

Full time


Description & Requirements
The Broad Institute of MIT & Harvard is seeking a Manager for Broad Special Events. Under the direction of the Associate Director of Broad Special Events, the Manager of Broad Special Events is responsible for managing a team of special event professionals to plan, execute, and oversee a variety of high-impact events, including scientific meetings, talks, symposia, fundraising events, board meetings, and community gatherings. This role requires collaboration with various departments, including close partnership with the Office of the Director and Development Office, and external partners to ensure events are executed with excellence, adhere to budgets, and comply with regulations. This position takes the lead and contributes to the planning and execution of Broad’s annual offsite — the Broad Scientific Retreat — at a local convention center for all of Broad’s employees and the greater scientific community. The Manager of Broad Special Events will also play a key role in strategic planning, optimizing event workflows, project management, and enhancing the institution's brand and community engagement through effective event management. This is a supervisory position. Principal Duties and Responsibilities: Team Leadership and Supervision:Supervise some members of the Special Events Team as well as conduct regular team meetings, delegate tasks, and provide ongoing support and feedback.Hire, train, and manage additional team members or freelance support as needed.Event Planning and Execution:Serve as the primary point of contact for internal and external stakeholders seeking event support.Lead the planning and execution of key events such as the annual scientific retreat (serve as primary project manager), major fundraising events, and board meetings.Develop and manage event budgets, ensuring fiscal responsibility and alignment with strategic goals.Coordinate with the Communications Office and Development Office to promote and raise awareness of events.Stakeholder Management:Build and maintain strong relationships with internal departments, partner institutions, vendors, and event attendees.Provide clear direction to teammates, vendors, and internal and external stakeholders to ensure that priorities are understood and deadlines are met.Ensure all events meet property and city regulations and are executed smoothly by anticipating and addressing potential issues.Strategic Planning and Optimization:Work closely with the Associate Director of Special Events to align day-to-day activities with long-term strategic planning.Identify opportunities for optimization and scaling through collaboration across teams.Propose and implement themes, event designs, and publicity strategies for various events.Administrative and Operational Excellence:Establish and utilize communication systems to ensure accountability and timely deliverables.Track and report on project progress relative to goals, metrics, and timelines.Develop and implement policies and procedures to facilitate effective event planning and execution.Minimum Qualifications: Bachelor’s Degree and 8+ years of experience in event planning or related field.Proven leadership and team management skills.Strong written and verbal communication skills.Ability to work efficiently and produce high-quality work under tight deadlines.Excellent customer service skills and ability to handle stressful situations calmly.Strong technical skills, including experience with event management software (e.g., Adobe Creative Suite, Mailchimp, Swoogo) Willingness to work after hours and on weekends as needed.Familiarity with planning large-scale events at venues such as a convention center preferred.CMP (Certified Meeting Professional) or PMP (Project Management Professional) preferred.Knowledge and Skills: Ability to drive multiple projects, simultaneously, to completion in a fast-paced environment, prioritizing projects with sound judgment.Strong collaboration skills and ability to work with staff at all levels, including executives.Impeccable attention to detail and organizational skills.High sense of urgency and initiative.Commitment to operational excellence and project delivery. Join our dynamic and mission-driven team to create impactful events that drive positive change and empower our community. If you are a creative-minded events project manager with a passion for excellence, we encourage you to apply.