Manager, Events and Conferences

Job description

Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. Planned Parenthood organizations serve all people with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives. Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates, which operate non-profit health centers across the U.S. PPFA also works to educate the public on and advocate for issues of sexual and reproductive health. Formed as the advocacy arm of Planned Parenthood Federation of America, Planned Parenthood Action Fund is a separate non-profit membership organization tax-exempt under section 501(c)(4). The Action Fund engages in educational, advocacy, and limited electoral activity, including grassroots organizing, legislative advocacy, and voter education in furtherance of the Planned Parenthood mission. Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seeks an energetic self-starter as Manager, Events & Conferences. This job reports to the Senior Director in the Events & Conferences Department of PPFA. This role will serve as an event production and project manager for the Events & Conferences team at the National Office. This role will provide support to internal and external partners, timeline creation, on-site event management and operations, and moving forward large and multi-functional/cross-divisional groups to execute on these conferences. They will have impeccable discretion, a problem-solving mindset, with excellent relationship-building and problem-solving skills. This is a hybrid role with 2-3 days in the NYC or DC office required. Purpose: Working with individuals and teams across departments/divisions, the Manager, Events & Conferences is responsible for the execution of planned conferences, events, and meetings across the National Office including managing project timelines, budgets, and workflow. The Manager is knowledgeable in technical production and event management. The person in this position has the ability to juggle multiple events, quickly solve technical issues, and create a sense of urgency in a fast-paced, dynamic environment. A keen eye for detail, quality management, live and virtual production experience, time management, and multiple team coordination. With excellent judgment, organization, and project management skills with the ability to assess situations quickly, take action and resolve problems, the Manager ensures a high level of delivery and develops improvements as needed. Delivery: Oversee all logistics for meetings and conferences including managing relationships with hotels and venues, vendor sourcing and management, site visits, budget management, project plan management, logistics communications, registration, on-site event management, prioritization, and resolving issues with internal security, legal, and IT guidelines. Contribute to the development of project plans, and manage deliverables and timelines associated with event plans. Hands-on approach to event management, happy to lead by example and take on any task required to deliver the event to the highest standard possible. Research, evaluate, and recommend new event technology accessibility vendors to support evolving event needs. Collaborate with internal and external stakeholders including staff, volunteers, and affiliate staff to create staffing plans for events and ensure events are meeting organizational goals. Performs other duties as assigned. Engagement: Communicate and collaborate with internal cross-functional teams and stakeholders to drive alignment and execution of event deliverables. Work with 3rd party event and production vendors, guiding them to ensure timely delivery of program deliverables. Work cross-functionally across the National Office to successfully conceptualize, plan and execute events (virtual, physical, and/or hybrid) ranging in size and at a national scale. Knowledge, Skills, and Abilities (KSAs): Bachelor's Degree in event management or related field preferred At least 3-5 years of work experience related to conference and event planning with a focus on logistics and operations Be an analytical thinker and problem solver Ability to work independently and collaboratively in a dynamic, fast-moving organization Ability to prioritize and work on short and long term projects simultaneously Excellent organizational and multitasking skills CMP preferred but not required Attention to detail Strong communication skills Customer service inclination and a customer-focused attitude Ability to manage information and situations with high levels of discretion and confidentiality An enthusiastic attitude towards staff events Experience working in event planning platforms (Bizzabo, Eventbrite, Cvent) Strong experience in Canva Proven ability to work independently and collaboratively. Extremely organized, process-oriented, self-starter who works well in a fast-paced environment. High proficiency in Google products Occasionally available outside of normal working hours, but must be responsive on text messages and/or emails, for operational needs Flexibility and ability to adapt to quickly changing priorities and ambiguous situations Commitment to PPFA’s mission and diversity, equity, and inclusion, particularly surrounding race equity Travel: Travel required approximately 35-40% domestic The Planned Parenthood cultural ethos, "In This Together", reflects our commitment to building a workplace culture that fosters belonging, promotes learning throughout the employee lifecycle, and recognizes individual contributions to our mission. Planned Parenthood Federation of America participates in the E-Verify program. Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment, and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Planned Parenthood Federation of America is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.