Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.
We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.
If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.
JOB BRIEF
The Event Manager contributes to the development, implementation, and management of the Institute’s overall event planning function, ensuring the success of internal and external conferences, meetings, and events hosted in the Institute’s unique space. The Event Manager acts as the primary point of contact for internal and external clients through the event planning process and execution and serves as the liaison to cross-functional support teams within USIP, ensuring a seamless end-to-end meeting and event experience.
The Event Manager guides the client through the event planning process from kick-off to post-event closeout, ensuring that the client’s event vision is executed to the highest standard. The Event Manager also acts as event project manager, ensuring completion of onsite responsibilities by all internal and vendor support teams. The Event Manager supports all hybrid, virtual, and physical meeting products. This position reports to the Director, Event Production & Protocol.
TARGET SALARY RANGE
Grade 12 - $89,000 - $92,000
The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.
RESPONSIBILITIES
Serves as the event client’s main point of contact and guide through the planning process and execution of the event.
Manages several concurrent projects of differing sizes and complexity.
Effectively communicates with internal support teams on behalf of both internal and external clients for in-person, hybrid, and virtual events of varying size and complexity. Collaborates closely with other teams to ensure business needs and quality standards are fulfilled.
Effectively listens to and gains an understanding of client and service expectations; develops and offers innovative and creative event solutions that support the client’s content and event objectives.
Manages client expectations on available features, including working closely with the AV team to help inform future technology enhancements.
Provides clients with day-of support for any event needs; promptly follows up on all client needs and inquiries efficiently and expediently.
Provides status updates to internal and external stakeholders on event planning milestones to ensure successful delivery on the event day.
Takes advantage of external resources (webinars, conferences, training, etc.) for continuous professional development, understanding, and using best practices in innovative event planning and execution.
Monitors trends and conducts industry research, including audits of similar venues and events, to ensure best practices and opportunities to increase efficiencies to minimize meeting and event costs.
Assists in strategizing the optimal use of the USIP Headquarters, Clinton, and Bush buildings.
Ensures the facility is operating in accordance with institute policy, including revenue control, equipment maintenance, and proper and accurate signage.
Observes the physical condition of facilities and equipment in the meeting and event areas and makes recommendations for corrections and improvements as needed.
Ensures that all conference rooms are properly maintained and prepared prior to each meeting in accordance with the BEO and standard operating procedures.
Ensures all details of the event are carried out, and ensures quality and timeliness of all food and beverage service.
Identifies and resolves problems in a timely and resourceful manner; gathers and analyzes information; and develops alternative solutions either independently or as part of a team.
Proactively escalates potential client or project issues to management for timely resolution.
Assists with the management of the event and calendar scheduling and reservations, staff training, event arrivals, check-ins, routing through spaces, event setups, inventory oversight, e.g., AV equipment, linen quantities, and ordering items.
Creates and maintains detailed event documentation for each booking.
Tracks all event activities within the event management system to avoid conflicts with internal and external groups. Maintains a clean database system, minimizing duplicate client reservations and accounts.
Generates diagrams and BEOs (Banquet Event Orders) for events and ensures costs are accurately reflected for billing reconciliation, including maintaining and reporting all revisions and distributing them to the appropriate departments.
Builds and maintains effective relationships with existing and new clients/partners, vendors, and industry organizations.
Interacts with clients/partners to obtain feedback on product quality and service levels and discuss with Director and EPP Team. Makes recommendations for improvements, as appropriate.
Works harmoniously and professionally with clients, partners, vendors, supervisor, and colleagues.
Performs other project, administrative, and operational duties as required.
QUALIFICATIONS
Bachelor’s degree or equivalent experience in marketing, communications, hospitality, or related field required.
Minimum of six (6) years of experience in meeting and event planning.
CGMP certification preferred.
CMP certification is preferred.
Experience executing in a fast-paced environment without compromising quality.
Exceptional project and time management skills, including the ability to handle multiple projects and workstreams while effectively managing changing priorities within compressed timeframes.
Demonstrated ability to adapt, implement and manage change, and strive for continuous improvement
Must possess strong organizational skills with acute attention to detail.
Demonstrated ability to think strategically.
Must be able to integrate knowledge across disciplines to ensure event execution success.
Demonstrated ability to execute projects with little supervision.
Must have excellent written/oral communication and presentation skills, including sound editing and proofreading abilities.
Motivated team player with a desire to learn and grow.
Must have the interpersonal skills to deal courteously and effectively with a broad spectrum of staff members, businesses, and organizations; must enjoy meeting with people, networking, and developing strong relationships.
Excellent customer service proficiency.
Must have strong computer skills, including Microsoft Office suite of Word, Excel, and PowerPoint products.
Must have the ability to stay current with emerging cultural, style, and creative trends.
The work involves a combination of standing and walking and may involve some bending and carrying of light items.· Willingness and ability to work beyond standard hours, as needed to complete projects.
All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.
As with many organizations, USIP follows specific guidelines related to COVID vaccinations. These guidelines align with the latest findings from the Centers for Disease Control (CDC) and the Occupational Safety and Health Administration (OSHA). The overall intent is to ensure the safest possible workplace for USIP employees and contractors. In accordance with the guidelines, all USIP employees and contractors with building access are required to be fully vaccinated regardless of telework or remote status.
Upon acceptance of the position, you must submit proof of vaccination and your signed offer letter to HR. If you require an exemption, either medical or religious, we will provide you with the exemption form for you to complete prior to your start date.
HOW TO APPLY
To be considered for this position, please submit a complete application package consisting of:
1. Completed employment application, including titles, dates of hire, and salary requirements.
2. Cover letter
3. Resume
For questions about this position please email recruitment@usip.org. Do not send resumes or attachments to this email address.
Only those applicants that are selected for further discussions will be contacted.
No Phone Calls. Interviews will be scheduled by appointment only.
USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, gender identity, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.
