Events Manager
About the Company
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.
About the Job
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.
Responsibilities
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
Education & Experience
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 & Skills
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
