Events Manager

Ministry Function

The Events Project Manager supports the ministry of Convoy of Hope by planning, strategizing, managing, and executing projects related to major donor Development events, Network Events & Adventures, and additional duties as assigned by the VP of Events.

Essential Duties and Responsibilities

Pre-Event

• Collaborate with internal clients 12–18 months prior to an event to determine requirements and provide ongoing recommendations.
• Identify project needs and priorities; create task lists and timelines to achieve event goals.
• Assist in developing budgets and later reconciling event expenses.
• Select menus, review and proof BEOs, and coordinate décor, photography, and group transportation.
• Review online registration data and produce relevant reports.
• Manage event vendors, including sourcing and evaluating proposals.
• Create and distribute detailed event briefing notes outlining specifications for the onsite team.
• Prepare and design post-event surveys for attendees.
• Use event registration systems and event apps to assign seating for dinners.
• Maintain strong communication and relationships with internal and external stakeholders.
• Continually evaluate event planning processes and recommend improvements.
• All other duties as assigned.

On-Site Event Operations

• Serve as the primary Convoy of Hope liaison to ensure efficient execution of event logistics.
• Attend pre-con meetings and collaborate with venue department heads to verify compliance with contract terms and expectations.
• Create staff schedules for onsite event operations.

Post-Event Responsibilities

• Distribute the post-event survey, compile results, and meet with the VP of Events to review findings.
• Produce a comprehensive debrief document incorporating feedback from all event partners.
• Lead a debrief meeting with the Events Team to review findings and discuss logistics improvements.

Required Knowledge, Skills, and Abilities

• Bachelor’s degree preferred; High School diploma or equivalent required.
• 2 years relevant career experience.
• Ability to travel up to 30%, potentially on short notice.
• Ability to use Mac programs, including but not limited to Google Suite, Microsoft Word, PowerPoint and Excel proficiently.
• Excellent verbal and written communication skills for conveying the communications work of Convoy of Hope within the organization, with partners and with our target audience.
• Strong problem-solving skills and ability to remain calm under pressure, maintain tact in difficult situations.
• A professional, resourceful, and determined style with the ability to work independently and is comfortable in a close-knit team-oriented setting.
• Strong organizational skills and ability to handle concurrent, multiple job tasks.
• Excellent interpersonal communication and relational skills.
• Serve as an advocate for the ministry, striving to nurture, broaden and develop financial and other resource opportunities to support and expand organizational and program ministry.
• Ability to positively represent the Events Team and the ministry of Convoy of Hope, including its mission statement and core values, to all outside constituencies.
• As a Christian organization, Convoy of Hope believes it is critical that each staff member embraces the organization's religious purposes for which it exists and not only agrees with its Statement of Faith but demonstrates it in their lives on an ongoing basis.

Supervisory Responsibilities

None at this time.