EVENT PROJECT MANAGER

Description
As the Event Project Manager, you will be planning and executing events and leading teams from the initial conception of the event to its successful completion. This role requires excellent event-planning skills along with the ability to define project milestones and deadlines and coordinate both team members and external contractors to ensure a successful and enjoyable event that meets organizational goals and expectations.
The Events Project Manager needs to balance creativity with logistics, financial planning, and vendor management duties. They should excel at multitasking and balancing big-picture concerns like venue selection with details like décor and meal planning, effectively utilizing resources and personnel to stage large- and small-scale events.
Essential Duties and Responsibilities:
Events Management
Plan events alongside the requestor and in collaboration with ministry support teams and partners, from start to finish according to requirements, target audience, and objectives
Executes projects and on-demand tasks with project management skills
Create a great environment for each event with a solid and organized plan that is easily translatable to staff and team members, working collaboratively with all support teams
Create event layouts that include a setup and tear down, signage, and traffic plans
Create a custodial and guard staffing plan, confirm staffing times, and manage staff day-of event
Order all event parking and traffic signage as well as any cones or delineators needed for blocking spaces or creating barriers
Set up necessary parking and traffic signs leading up to the event when needed
Develop documentation/training where possible to maximize knowledge across the organization
Budget management - oversee financial elements of event planning
Support training documentation, SOPs, and training in areas of expertise
Support special projects assigned to the department as needed
Team Member Management
Recruit and manage a team member admin team to support event execution needs; delegate appropriately and provide continual development and training opportunities
Provide clear direction and communication via the Team Member Handbook for each event; pre-train
Develop a team that understands our missions and values, feels part of a community, and can grow and develop skills as desired
Ministry Events and Resource Planning
Coach ministries 6-12 months out on framework and things to consider/plan for as it relates to their events
Facilitate the event request/approval process by leading scoping meetings, partnering to build a budget, recommending resource asks, and coaching ministries on how to creatively steward the resources
Understand eSpace asks and recommend workflow to meet ministry needs
Provide ministries with event expertise in event design, structure, guidelines, budgets, partnerships, etc, and support day-of events as needed
Event Communication & Support Teams
Field/Manage new internal or external event requests. Provide clear information for leadership to assess and determine our best “yes”. Collect and represent feedback from key stakeholders.
Monitor event decisions and plans for potential challenges or risks, as well as efficiency and minimized impact on resources
Lead event planning and execution with production team and components connected to production
Ensure Marcom requests and promotion and dept support are submitted and supported
Collaborate with our safety and facility teams for expertise to create a safe space for large and small events with individual events in mind.
Collaborate with our facility team to get all needed work orders in Espace
Ensure support teams have visibility and clarity of requirements for success
Lead and communicate well across email and in-person with 1-1, small group, and large team meetings.
Assess project risks and issues and provide solutions where applicable, evaluate potential problems and barriers, and develop solutions
Ensure Liberty Station Tenant and HTH notifications are done prior to events and relationships are honored and healthy
The above summary of duties represents the major tasks and duties. This is not intended to be an exhaustive list of all responsibilities. Therefore, the individual may perform other related tasks under the direction of the Senior Manager of Events.
Requirements
Job-related Qualifications:
Education, Training, and Experience
Bachelor’s degree in a related field is preferred but not required.
One to two years of administrative work required.
One to two years of volunteer involvement in Events or related ministry preferred.
Two to three years of event operations/project management experience
Job Skills, Knowledge, Abilities
Ability to multitask, prioritize assignments, and provide excellent customer service.
Read, write, spell, and communicate clearly in English.
Work productively, both independently and collaboratively with others.
Pleasant personality and proven ability to interact in a positive manner using a high degree of tact, discretion, flexibility, and courtesy in gesture and speech. (i.e., speaking to people on the phone, external clients, and staff).
Demonstrated skills and techniques to recognize problems, issues, and situations, and apply resourcefulness in finding appropriate solutions to mitigate potential negative effects. Ability to follow through to ensure effective resolution.
Strong organizational skills and attention to detail and accuracy, including excellence in oral and written communications to verbalize issues clearly and concisely.
Self-motivated and flexible with demonstrated ability to work independently, think creatively, manage multiple tasks, and use time effectively.
Ability to recognize and maintain confidentiality as appropriate.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
Proficient in MS Windows, Google Suite, and Monday.com or similar task management platforms
Familiar with working in a work order management system (eSpace preferred)
Organizational and Spiritual Requirements:
Demonstrate Christ-centered behavior at all times by treating people with dignity, respect, compassion and integrity.
Utilize the principles of Matthew 18 and Ephesians 4:15 to resolve differences of opinion with others.
Successful completion of a thorough pre-employment references and background checks, which includes: social security verification, Local, State & Federal criminal conviction records search, national security database, and sex offender registry.
Attendance at all mandatory meetings and events. This includes serving at Good Friday, Easter and Christmas services as well as the annual volunteer appreciation event.
Contributing Member of Rock Church or willing to become one
Regular involvement in Rock Church activities, ministries and events.
Signed acknowledgment of the Rock’s Statement of Faith.
Ability to interpret and adhere to the Rock’s policies, procedures and employee handbook.
Be self-motivated and goal oriented, use good judgment, and be flexible and innovative.
Professional attitude and demeanor.
Physical Requirements:
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Must be able to work independently, communicate effectively, and lift up to 25lbs (with or without assistance). This position also may require long periods of sitting, standing, walking, and hand/eye coordination for keyboard data entry and viewing data on a computer monitor.

External

and internal applicants, as well as position incumbents who are or become disabled, as defined under the American with Disabilities Act, must be able to perform the Essential Job Functions either unaided or with assistance of a “reasonable accommodation”, if such is determined, on a case-by-case basis.
Employment At-Will:
Employment at the Rock Church and Academy is “At-Will,” meaning either the Rock or the employee may terminate the employment relationship at anytime, for any reason, with or without advance notice.
Nothing contained in this job description or any other communication (written or verbal) the employee received is intended to be, nor should it be, construed as a guarantee that employment or that any benefit will be continued for any period of time. Compensation information provided to an employee, whether stated in hourly, bi-monthly, annual, or other terms, is not intended nor does it constitute an employment contract or agreement for any specific period of time.
No manager, supervisor or employee of the Rock Church and Academy has any authority to enter into any agreement for employment for any specified period of time or to make any agreement for employment other than at-will.

#J-18808-Ljbffr