Events Manager

JOB TITLE:                           Events Manager

POSITION LOCATION:       Boulder, Colorado

SUPERVISED BY:                Senior Director of Special Events

STATUS:                               Regular, Full-Time

CLASSIFICATION:               Exempt

SALARY RANGE:                 $40,000 - $50,000 Annually

BENEFITS:                           Health, Dental, Vision, Life, Disability, Retirement, Vacation & Holiday Pay

About AISES
The American Indian Science and Engineering Society (AISES) is a national nonprofit organization focused on substantially increasing the representation of Indigenous peoples of North America and the Pacific Islands in science, technology, engineering, and math (STEM) studies and careers.

To this end, AISES provides scholarships and internships, workforce development and career resources, national and regional conferences, leadership development, and other STEM focused programming to Indigenous students and professionals.

What Kind of People We Hire

AISES is a fast-growing organization where we work hard, are passionate about the mission of AISES, and accomplish our goals with a lean staff. The successful candidate will be willing and able to take initiative and be willing to work on a variety of tasks – including those which may not necessarily be listed in the job description. AISES is an extraordinary place to work where our staff respect one another and have fun! To join our incredible team, you must be positive, hardworking, and willing to go the extra mile for the organization every day.

Overview

The Events Manager is responsible for working in collaboration with all departments to successfully execute the AISES annual events. This position will manage administrative support duties and project management for the Events Department and provide excellent customer service to all internal and external individuals. This position will assist the Senior Director of Special Events in planning and managing the logistics, leading up to and during, the AISES annual events. The ideal candidate is organized, detail oriented, friendly, effective communicator, and eager to learn.

Reporting Relationships

The Events Manager reports to the Senior Director of Special Events. This position does not supervise other staff.

Specific Responsibilities

• Under the direction of the Senior Director of Special Events, participate in the planning and production of all AISES events as assigned.
• Assist the Senior Director of Special Events in the coordination of all preparations and logistics for weekly planning meetings.
• Attends all AISES events as assigned (will include out of town travel).

• Manage travel management vendor, associated administrative duties, and provide training to staff on DEEM booking software.
• Manage any travel for AISES sponsored attendees to the AISES events.
• Manage AISES main hotel rooming list in conjunction with the hotel manager; to include weekly review and analysis of booked rooms against contracted room block.
• Maintain internal reporting of annual hotel rooming history for AISES events by collecting, reviewing and compiling active and historical data.
• Maintain annual reporting of registration numbers for AISES events by collecting, reviewing, and compiling active and historical data.
• Manage attendee refunds in collaboration with the accounting department.
• Manage attendees, artisan vendors, and other assigned data in the Aventri event management database for data collection to include but not limited to attendance, registration, abstracts, and attendee refunds for AISES events.
• Manage the abstracts in the Aventri event management database for AISES events including auditing the abstracts for completion, accepting, or declining abstracts, sending emails to all submissions, effective follow-up with all accepted presenters, and linking abstracts to the event online agenda.
• Provides support to attendees, artisan vendors and exhibitors with the registration process, processing payments and onsite support for all events.
• Assists with event promotion including preparing event information for AISES website and email dissemination, event outreach and solicitation of participants.
• Works closely with the IT Department to create and test registration sites for the AISES events.
• Serves as the AISES expert on AISES events for attendees and the public by monitoring and responding to any emails in the event’s general email boxes.
• Manage the collection of attendees past due balances by reviewing Aventri event management database. This requires communicating by email or phone to attendees and documenting database with updates. This is done with the support of the accounting department.
• Assists with event close out and reporting to include event related data collection and analysis, developing, and conducting surveys, assisting in compiling summaries and reports.
• Manage all aspects of the volunteer programs for the AISES National Conference
• Manage the Powwow and cultural components for the AISES National Conference
• Compose emails, letters, or other materials independently or from a rough draft.
• Write processes and procedures for the department, as tasks are developed.
• Processes check and ACH (electronic bank-to-bank money transfer) requests as requested.
• Coordinate internal and/or external meetings.
• Other duties as

Qualifications

• Associate degree required; Bachelor’s degree preferred
• Minimum of two years’ experience in event planning, or business and operations administration. Event planning preferred.
• Proficiency in computer operations and use of Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams), communication tools/applications, social media tools, and other software is required.
• Experience with other web-based applications and
• Ability to see the “big picture” and meet objectives in all stages of event planning, design, and production.
• Thorough understanding and sensitivity to Indigenous history and culture and an awareness of the role and importance of Native STEM education.
• Excellent communication (written and oral) and customer service skills for internal and external interactions, correspondences, and presentations.
• Ability to liaise with clients and vendors, identify their needs, and ensure customer satisfaction.
• Ability to positively interact with all levels of the organization to provide requested services and/or resolve problems or issues.
• Ability to present and understand AISES programs, services, and organization to internal and external audiences.
• Possess strong initiative and be results-oriented.
• Be able to work independently on projects and assignments.
• Be able to multitask and manage multiple on-going projects and deadlines.
• Customer-focused, strong customer service skills required.
• Dependable and able to prioritize and meet project schedules and deadlines.
• Willing and eager to work in a highly collaborative team
• Demonstrated ability to meet
• Enthusiastic, tactful, mature, flexible, and
• Detail orientated, resourceful and well-organized.
• Committed to incorporating appropriate quality control and customer service principles into all aspects of one’s work.

• Ability to travel out of state for up to 7 days.
• Candidates are required to pass a criminal background check.
• Candidates must have proof of completed COVID 19 vaccination(s) to be considered for the position.
• Must be available to attend annual staff retreat. May include sponsored out of town travel and extended working hours.
• Ability to lift 35 lbs.

To Apply

• Email a cover letter, resume, and three references to employment@aises.org. No phone calls.
• This is a full-time position with generous benefits.
• Candidates advancing in the hiring process are required to pass a criminal background check.
• All staff are required to provide proof of COVID-19 vaccination.
• Position is open until filled.

To view this job announcement on the AISES website, go to: http://www.aises.org/careers