Energy Events Manager
Pink Petro – Houston, TX
Pink Petro and Experience Energy s mission is to create a new future for energy that embraces inclusion, innovation and transparency. To achieve our mission, we have developed a set of goals,People: Inspiring each other to be the best we can be and to drive an impactful workplace.Productivity: Being a highly effective, learning focused organization.Partners: Nurturing a winning community of partners and building mutual loyalty and impact.
We are on the hunt for an experienced Events Manager. The Events Manager will work with the entire team and report to the Director of Operations. The ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced startup environment. The Events Manager oversees two major events: an awards program (.5 day) in October, VIP reception and 1 day conference in March, and the logistics for four (.5) meetings annually each quarter.
Responsibilities, Duties & Performance MeasuresComplete Customer Relationship Management with all of the Speakers booked for the conference consisting of telephone and regular contact from the moment of confirmation to manage pre-event questions from the SpeakersMonitoring of Speaker expenses in accordance with the budgetDevelop Run of Show for Conference Producer.Liaise with the Conference producer to keep the Conference Producer abreast of any changes in the speaker faculty including potential speaker cancellations and substitutions.Oversee and manage nominations intake, applications, selections and judging for awards program.Work with Marketing Channels Manager to approve content and schedule to be used for marketing the events. Hand over content for speakers, judges, nominees, and sponsors with content / channels manager.
Speaker and Nominations Management
Sponsorship ManagementConducting the initial call and send confirmation to sponsors attendees in order to re-affirm the Sponsors expectations of their package at the event.Collection of all Sponsor deliverables pre print to be included in the marketing channels. Work with Channels Manager to assure all materials are handed over for delivery.Liaison with the Sponsorship/Sales team to keep them abreast of contact with the Sponsors pre-event and provide a report to the sales team pre-event to aid in the re-booking processMonitoring costs associated with each sponsorship package to ensure maximum level of profitability from sponsorship participation.Keep the sales team apprised of availability of space and packages available.
Budget ManagementManage a working budget so that management can assess the conferences profitability on a weekly basis.Effectively forecast vendor costs for forecasting purposes.Monitor budgets continuously to increase value while minimizing costs
Contract Negotiation and Vendor ManagementNegotiate facility contracts and contracts for AV, F&B, staffing as needed for each event and with budget approval by management.Manage all vendors for the event.Work with the sponsorship sales teams to set-up the exhibition room to maximize floor usage and provide for good flow of attendees.Be creative and work with internal sales staff for alternative sponsorship opportunities based on hotel, location etc.Audio visual, internet streaming set-up and order based on speakers needs, budget and value versus cost.Working with venue for signage layout in order to maximize exposure for the event.Working with internal sales staff on sponsorship signage and where it will be placed while working within budget.Negotiate and work with pipe and drape vendors to efficiently utilize exhibition space.Source and negotiate for awards set-up and order necessary stage sets- trophies.Source and negotiate any other vendor needed.
Project and Team Management:Set staffing resource goals; manage overall integrated project plan developed in tandem with key resources.Lead all group meetings leading up to the event to facilitate effective communication between departments.Create distribute and manage staff agenda for all onsite responsibilities and manage staff execution of events.Oversight of reports related to the conferences.
Post event:Negotiate and reconcile final venue bills, all invoices and payments.Compile and deliver all presentations on website for all clients to access.Manage a post event debrief meeting and compile information for continuous improvement of events.
Qualities & Skills RequiredBachelor of Arts, Business, Marketing or Communications or equivalent.7-9 years of event management and marketing experience.Confident and accurate manner when dealing with telephone, email and written contracts.Ability to communicate with al levels of staff and to deal with customers, speakers and venues face to face as well as virtually.Ability to work under pressure and at speed.Ensure prompt, accurate and sensitive handling of all information.Ability to meet deadlines with excellent organizational skills.Ability to work autonomously-responsible for handling own workloads and self motivated.Friendly and efficient manner.Ability to work independently and be self driven.Ability to travel on-site to conferenceExcel at managing multiple tasks at one time and perform in a high energy, fast paced environmentExcellent written and verbal communication skillsEvent or show management experienceMeticulous attention to detail, project and deadline orientedExperience with Office 365 and project management tools.
This is full time contract to hire and local to Houston candidates only for a growing organization. No agencies please.
Successful applicants will be required to take a skills and leadership assessment and must pass a background and credit check.
Come work for a growing global social media brand in energy!
Our shared values guide our actions and describe how we lead.Respect people. Each person our employees, contractors, customers, and investors is important and has the obligation to make a differenceEmbrace difference. We leverage collective genius. The richness of different perspectives allows us to create strong connections to our work that drive social impact.Be real. Were authentic, honest, and bold. We create things, take risks, and bring energy to everything we do and never apologize for who we are.Take Action & Ownership. We have a bias for action. We admit when are wrong and have the courage to learn new things and to change. We own challenges and bring solutions to the table.
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