Events Manager in Pittsburgh, PA

Pittsburgh, PA; 3 days onsite, 2 day remote. subject to change pending on events

Chance for Extension (Y/N): Y full 18 months

Monday to Friday 40 hours, no OT

Top 3 Hard Skills Required + Years of Experience

1. Minimum 2- 4+ years MS office experience - specifically SharePoint
2. Minimum 2-4 years of program management experience
3. Minimum 3 years events management experience

Typical Day in the Role

• Purpose of the Team: This team's purpose is Pittsburgh Site Operations. The team is responsible for delivering on–employment engagement, outreach and operations, etc. Sponsor reports into the Edge and Platform team.
• Key projects: This role will contribute to program execution, including volunteer opportunities, learning & development opportunities, networking events, and other site-wide events; ; program execution, communication initiatives, including producing a newsletter, updating SharePoint site, distributing site-wide updates; manage site calendar of programs and events; budget planning, procurement in the future.

Typical task breakdown and operating rhythm: Execute a monthly rhythm-of-business, but the typical day can vary including calls, events, meetings.

• Monthly Business Operations Community meetings
• Monthly budget sync with regional team
• Monthly 1:1 with regional team
• Biweekly Town Hall Meetings
• Weekly 1:1’s with site lead
• Weekly Site Council meetings

What makes this role interesting?

• This role provides the opportunity to: Great networking opportunities.
• We sponsor many events for the Pittsburgh site and work closely with our peer sites in the East and Gulf Coast region.

Responsibilities

Calendar Management

• Provide strategic calendar management support to the team and site including external customer and partner engagements.
• Coordinate a complex calendar and anticipate and remove administrative roadblocks.
• May attend meetings and/or ensure follow-up as needed.

Rhythm of Business (ROB)

• Understand and help implement business (ROB) rhythm in line with recognized patterns and proactively act on business cadence.
• Create, build, and adjust plans within areas of responsibility in partnership with Site Lead.
• Execute meeting cadence around the ROB of the leader.
• Use discretion to determine a distribution plan for confidential internal and external communications and bring awareness to patterns.
• Support continual implementation and flexibility of the ROB by partnering with peers and gathering feedback.

Cross-Functional Collaboration and Communication

• Exercise sound judgment, tact, diplomacy, integrity, and professionalism in all transactions, while maintaining confidentiality of highly sensitive material and information with discretion and professionalism
• Continue to build and leverage networks across organizations to enable their team and leader's work. Serve as a liaison between executives and teams. Gather information from partners across organizations (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams. Communicates with external partners/audiences and third parties. Represents their leader(s) and Client.
• Coordinate and author event communications and internal newsletters. This includes partnering with internal stakeholders to source newsletter topics and assets (e.g., photographs), formatting the newsletter, and distribution. Help produce marketing materials for events such as posters, digital invites, etc.
• Prepare social media posts (LinkedIn)

Program & Event Coordination and Logistics

• Own the coordination, logistics, and direction for events.
• Act as a point of contact for events. Collaborate and coordinate with stakeholders to set up events, as needed, and manage supplier and business relationships end-to-end.
• Collaborate with Site Lead in assisting with content and presenters.
• Events may be internal or external events.

Resource Management

• Participate in discretionary budget tracking (e.g., hardware, supplies) and reporting (may include software licenses.
• Partner with Finance to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.
• May serve as interim approver for finance approvals.
• May perform vendor and supplier management, including ensuring they are set up for financial processing. Process expense reports in a timely manner.

Project Ownership

• Balance multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable.
• Take accountability for project outcomes and drives stakeholder accountability through consistent communication.
• Identify impacts and risks across the organization and communicate these to partners and key stakeholders.
• Streamline processes, provides process improvements, and adjusts as needed.
• Delegate project tasks to Business Support team members and drives accountability of others.
• Lead efforts to determine measurable success of projects at their conclusion.

Candidate Requirements

• Years of Experience Required: 4-6 overall years of experience in the field.
• Disqualifiers: Someone who was only responsible for ordering supplies, counter manager, organizing an office- basic admin duties. We need someone more hands-on, and events driven.
• Best vs. Average: The ideal resume would contain; High energy
• Partnership relationship; Self-starter; Great communicator; Eager to learn; Adaptability 

Skills

• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

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