Events Manager (Job ID: 2024-3569) at The Brookings Institution in Washington, Washington DC

Job Description:

The Brookings Institution

Equal-Opportunity Employer: It is Brookings policy to provide equal employment opportunity for all of its employees and applicants without regard to their actual or perceived race, color, religion, sex, age, disability, national origin, ancestry, sexual orientation, marital status, personal appearance, citizenship status, family responsibilities, gender identity or expression, genetic information, matriculation, political affiliation, veteran status, or any other prohibited basis of discrimination as required by law.

Events Manager (Job ID: 2024-3569)

US-DC-Washington

Job ID: 2024-3569
Type: Regular, Full-Time
# of Openings: 1
Category: Communications
1. Resident Employee (Hybrid)

Overview

Join one of the most influential, most quoted and most trusted think tanks!

The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.

We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.

With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.

The Governance Studies program at Brookings is dedicated to analyzing policy issues, political institutions and processes, and contemporary governance challenges. Our scholarship identifies areas in need of reform and proposes specific solutions with the goals of: improving the performance of the national government; informing debate; and providing policymakers with expert analysis and ideas to ensure better institutional governance.

Position location: This position is hybrid. Hybrid positions combine regular in-person presence at our Washington, DC office with the option of at least two days of remote work each week.

Please Note: This position is included in the staff bargaining unit, Brookings United, affiliated with the IFPTE Local 70 union, and is covered under the terms of the collective bargaining agreement.

Responsibilities

Ready to contribute to Brookings success?

The Events Manager is responsible for the planning and execution of all public and private events for the Governance Studies (GS) program at Brookings, both in-person and virtual, ranging from 10 to over 300 attendees. This includes speaker preparation, event advertisement, and managing all space and audio-visual logistics, vendors, budgets, participant travel, and post-event reporting and outreach. The Events Manager collaborates with GS scholars and other staff to understand the audience and develop a strategy for each event. They contribute to impact by maintaining high brand standards, managing important internal and external relationships, and collaborating effectively with colleagues across Brookings. The Events Manager reports to the GS Director of Communications.

Event Planning and Execution (60%)

• Organize and oversee all aspects of event planning and execution for all public and private GS events, including space reservations, facilities needs, catering, AV, and other logistics, anticipating and addressing any problems, logistical and otherwise, that arise.
• Prepares for and organizes live webinar events and meetings, including prepping speakers, setting up Zoom/Teams, and managing the live webinar through to Q&A; works with program and central communications to live stream or swiftly post the event recording to the website.
• Represent Brookings at all GS events, interacting professionally with participants, attendees, and other stakeholders, including high-level officials and other VIPs.
• Develop and manage timelines to ensure all milestones and outcomes are realized for successful events.
• Prepare and maintain a comprehensive calendar of events.
• Coordinate with GS and Central Communications staff to draft and finalize event language and prepare invitations, meeting confirmation forms, agendas, and other necessary meeting materials.
• Prepare and organize materials to prepare principals and panelists for events; Create and distribute staffing plans and run of shows for each event.
• Coordinate all photographer requests with Central Communications.
• Serve as internal Brookings liaison with internal conference, AV, and catering staff.
• Evaluate and secure meeting venues, and plan site visits for external events; Develop and maintain ongoing relationships with external vendors to ensure quality of service, suggest and adopt best practices.
• Responsible for adhering to and enforcing Brookings policies and pertinent government ethics rules.

Event Strategy and Communications (20%)

• In collaboration with GS Communications Director, GS scholars, and Central Communications, develop a communication strategy for events to ensure all milestones and outcomes are set and met for a successful event. Advises staff on the development and execution of events.
• Develop promotional plan in collaboration with GS and central communications staff
• Coordinate with GS and Central Communications staff to identify what type of event will best meet audience, message, and project goals.
• Coordinate with GS and Central Communications staff to draft and finalize event language adhering to AP style and Brookings Custom Stylebook.
• Serve as the GS liaison to Brookings’ central events team by attending regular meetings; keep GS staff up to date on new policies or best practices.
• Collaborate with the GS Communications Director and other GS communications staff to conduct outreach and dissemination of post-event information to selective and targeted audiences.
• Lead the evaluation of events and develop recommendations to improve future events.

Event Administration (20%)

• In collaboration with GS finance staff, budget for and manage expenses for events. Ensure financial obligations are in compliance with approved budgets.
• In collaboration with GS finance staff, craft, negotiate, and facilitate contracts with offsite event venues, hotels, caterers/restaurants, transportation companies, audio visual vendors, speakers, and all other vendors.
• Manage post-event responsibilities, including tracking and payment of expenses, travel reimbursements, and thank you notes.
• Compile and manage production of necessary conference materials.
• Respond to and manage all correspondence for conferences and events.
• Handle other preparatory event tasks as they arise, such as ordering and compiling educational materials, nametags, table name tents, premiums, etc.
• Manage all travel and logistical arrangements for potential speakers, including transportation, accommodations and per diem.

Qualifications

Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:

Education/Experience Requirements

Bachelor’s degree required, minimum three years of professional work experience in conference and event planning, including both in-person and virtual. Specialized training in business management, organizational management and project management preferred. Work in a research, public policy, or public advocacy organization, as well as experience interacting with VIP's is a plus. Must be authorized to work for any employer in the U.S.

Knowledge/Skill Requirements

Strong interpersonal and communication skills. Strong organizational skills and strong detail orientation required. Must be flexible, able to multitask, and proactively problem solve and think of creative solutions to problems or potential problems in real time.

Exceptional ability to synthesize information and write clearly and precisely without supervision required. Must be able to coordinate a variety of tasks simultaneously and consistently follow up on details. Ability to work independently and as part of a team.

Additional Information

What can we offer you? Brookings provides a generous benefit package that is comprehensive and includes both traditional benefits and unique offerings. Our comprehensive benefits package includes medical, dental, and vision benefits, generous time off, and workplace flexibility. For more information, please visit Brookings Benefits.

Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment.

Successful completion of a background investigation is required for employment at Brookings.

Brookings welcomes and celebrates diversity in all its forms. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.

PI258912295

Salary:

$63,100.00

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