Director of Events in Washington, District of Columbia at Institute of World Politics

Job Summary

Reporting directly to the SVP of Professional Affiliations, the Director of Events is responsible for the management of all IWP events including open houses, board meetings, speaker series, special receptions, career seminars, graduation, private meetings and an annual gala. The Director of Events will coordinate and manage all support services for events, including contacting speakers, compiling event materials, coordinating registration, overseeing facilities arrangements, negotiating services and costs, and managing vendor relationships.

Essential Functions and Responsibilities

To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

• Manages preparation for all IWP sponsored events both on-site and off-site. Activities include and not limited to room reservations, room set-up, event materials, planning, logistics and execution.
• Creates schedules and run of show of all activities for staff to follow during the event.
• Communicates with all vendors and suppliers before, during and after the event.
• Manages registration prior to and during the event.
• Responsibilities during an event include managing all logistics, registration, livestreaming, and recording, assisting with reception/catering preparation, and being present during each event to oversee, manage, and troubleshoot. Has the authority to delegate tasks to staff, interns and volunteers.
• Manages or delegates all event follow up correspondence including creating videos and podcasts of IWP lectures and managing follow-up communication with speakers, attendees, and registrants.
• Maintains accurate records of event attendance and speakers in the development database. Can delegate this work to events interns or the development office, when applicable.
• Handles any issues that arise to help the event run smoothly.
• Participates in the development and refinement of the event procedures for extracurricular lectures as established by IWP.
• Manages the Events team.
• Works collaboratively with Chief Security Officer and other IWP department staff.
• Other duties as assigned.

Supervisory Responsibilities: Yes

Education and Experience Requirements

• Bachelor's degree or equivalent
• 5+ years of experience in event management, event planning or a related field
• Strong interest in and commitment to IWP’s mission

Knowledge, Skills and Abilities

• Must possess excellent interpersonal, written and oral communication skills.
• Excellent organizational skills and attention to detail with the ability to handle multiple tasks in a fast-paced environment.
• Ability to work manage and lead while working collaboratively as part of a goal-oriented team.
• Results-oriented, able to see concepts and ideas through to implementation; takes initiative and demonstrates a strong ability to set and meet deadlines.
• Excellent critical-thinking skills and use of sound judgment.
• Excellent computer skills, including knowledge of Microsoft Office suite, internet, and e-mail proficiency.
• Must be capable of managing multiple clients, events, and complex projects simultaneously.
• Experience planning and/or managing a large-scale formal event preferred.

Work Environment

• General office environment
• Social and event settings
• Hours of work and days are Monday through Friday, 10:00a.m.to 6:30 p.m. This role requires work schedule flexibility based on events; occasional Friday evening and Saturday working hours may be necessary.
• Travel: Occasional

Physical Demands

• Must be able to remain in a stationary position 50% of the time.
• The person in this position needs the mobility to move about inside the office and facility to oversee and participate in Event activities.
• Operates a computer and other digital equipment including cameras, sound systems and other recording equipment.
• The person in this position frequently communicates with students, faculty, guests and staff. Must be able to exchange accurate information in these situations.
• Frequently moves equipment weighing up to 40 pounds for various event needs.