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NTEN is Hiring a Project Manager, Conferences and Events
NTEN is looking for someone who excels at managing tasks and projects and has an eye for time and quality management. The ideal candidate is someone comfortable leading without explicit authority -- managing the flow of tasks, not people -- and able to keep the train moving, while keeping all necessary stakeholders in the loop.
The Project Manager, Conferences and Events, will be responsible for overall project management of NTEN programming concerning meetings, events, and online webinars including:
- event planning and implementation;
- budgeting/financial coordination;
- assistance with RFP development and site selection/contract negotiation;
- marketing planning;
- oversight of registration/housing management;
- and customer service.
Effective production management will also include but is not limited to the following elements: vendor contract fulfillment; online content management, speaker communication and on-site management, audio visual production support, and industry research.
Event Planning and Project Management
- Project manager for online and offsite learning events; responsible for making sure the trains run on time while always coordinating with the project lead on the strategic and tactics of events and content curation
- Project lead for local events; responsible for implementation and logistics of onsite learning workshops
- Organizes and maintains NTEN meeting and event history (including housing and catering) for major conferences and events
- With the Program Director, assists with budget development and monitors expenses of all NTEN meetings and events to ensure financial goals are met
- Executes and updates templates and documentation of various vendor agreements, to include: onboarding and preparing speaker and vendor contracts, marketing initiatives, speaker information and trainings, pre-event preparations, and post-event debriefings.
- Communicate to all stakeholders the milestone timelines established for production of NTEN conferences, events, and online webinars.
- Executes project management of production cycle of NTEN conferences, events, and online webinars with program coordinators and other internal and external stakeholders
Exhibitor and Sponsorship Management
- Manages sponsorship and exhibitor fulfillment as it relates to NTEN Meetings and Events, working to ensure that all requirements are met and in coordination with the Executive Director and Program Director
- In coordination with Program Director and Production Vendor, develop and manage exhibit and sponsorship floor
- Develops and executes production schedule for event collateral (copy development, project management, print and digital pieces and tchotkes)
- Leads selection and annual assessment of abstract management system
- Manages call for submissions and communicate with submitters as needed to complete entries for concurrent speakers for conferences and events..
- Spearheads collection and application of speaker and session materials, including bios, photos, releases and audio visual materials.
- Monitors and edits program educational pages of web site to ensure information is accurate.
- Work with Program Director to develop production schedule for call for submissions and program collateral
- Maintains change information to include revising session descriptions and speaker information as requested by internal and external stakeholders.
- Works with IT Coordinator to manage pre, onsite, and post-production of virtual conference events.
Speaker Communication and On-Site Management
- Direct the development of and schedule for outbound speaker communications as well as on-site care and feeding of speakers.
- Send speaker confirmations.
- Confirm housing and ground transportation for selected VIP speakers. Production of accurate personal itineraries for each would be expected.
- Coordinate with educational partners for all conferences, as well as those noted above, the collection of speaker releases and audio-visual requirements.
- On-site, pull badges, greet and check in speakers, and coordinate any changes or special requests required by VIP.
- Assist in production of Post-Show Speaker Survey and thank-you program.
Audio-Visual and Production Support
- Serve as speaker/programming partner liaison regarding session room assignments, layouts, set-up and audio-visual requirements and other session logistics for assigned programs.
- Work with Program Director for room requirements, capacity charts, and and av setup
- Set up planning calls for assigned sessions to ensure audio-visual and show flow documents can be completed for "main stage" sessions.
- Coordinate on-site staffing with Program Director
Industry Research and Ongoing Competitive Array
- Maintain an understanding and curiosity of NTEN conferences, events, and programming and the industries that we serve, and continually evaluate and assess our programs, products, and services against competitors and partners to stay fresh and creative
- Think outside of the box for ideas. Practical, creative dreamers that continually seek what's next, not what everyone else is already doing
Minimum Skills and Attributes:
- Candidate will seek to identify with and exemplify NTEN's values
- Strong project management skills
- Ability to think strategically and creatively
- High level of energy and a team player
- Leadership skills – the individual must possess abilities in planning, decision-making, facilitating and process involvement; must be able and have high comfort of leading without explicit authority (manages flow of tasks, not people) and keeping the train moving, while keeping all necessary stakeholders in the loop
- Interpersonal relationships – effectively works with others throughout organization and with external parties; with individuals at every level of the decision making process from junior to senior level positions.
- Strong knowledge of registration/housing management systems and processes
- Knowledge of budget preparation and financial management of meetings/events
- Must be able to manage multiple projects with the ability to work independently.
- Planning/organizing – the individual prioritizes and plans work activities, ability to develop project plans, uses time effectively and develops realistic action plans, ability to work in a fast paced and/or stressful environment, handles multiple projects at once, meets aggressive deadlines.
- Oral communication – the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
- Developed writing and editing skills
- Quality management – the individual looks for ways to improve and promote quality; willingness to continually expand working knowledge of the latest educational programming strategies and techniques; demonstrates accuracy and thoroughness.
- Analytical - ability to analyze quantitative and qualitative data, draw conclusions and develop actionable recommendations
- Proficient in Microsoft Office Suite (Excel, Word, Outlook) along with other database type systems, preference for those with NetForum experience.
- Proficiency in online content management programs highly desirable and cloud programs
Minimum Education and Experience:
- Bachelor's degree
- Three-five years conference education and meeting planning programming experience
This position is full time with benefits and reports to the Program Director. This position is based in Portland, OR. Some travel required.
About NTEN: A community transforming technology into social change
We believe that technology allows nonprofits to work with greater social impact. Our goal is to enable our members to do their jobs better, and to help their organizations strategically use technology to that they, in turn, will make the world a better, just, and equitable place.
NTEN facilitates the exchange of knowledge and information within our community. We connect our members to each other, provide professional development opportunities, educate our constituency on issues of technology use in nonprofits, and spearhead research, advocacy, and education on technology issues affecting our entire community.
How to apply
Please email a single PDF with your cover letter and resume to firstname.lastname@example.org. No telephone inquiries please. NTEN is an equal opportunity employer.