Shawmut Design and Construction

  • Events Planning Manager

    Job ID
    2018-3629
    Location
    US-MA-Boston
    Division
    Internal Operations
    Type
    Regular Full-Time
    Category
    Marketing/Public Relations
  • Overview

    At Shawmut, our primary objective is to deliver exceptional service catered to our clients specific goals and concerns. Our project teams deliver top quality work through a hands-on, collaborative process while keeping our clients best interests our absolute focus at all times. With specialized training and the support of a national company, we foster project teams whose skill and dedication leads to the deliberate, predictable and repeatable construction experiences that have attracted and retained the top clients in every market in which we focus. The most memorable construction experiences are based on one principle it's the people who make the difference. And at Shawmut, we have the very best.

    Responsibilities

    The Events Planning Manager will be responsible for the planning and end-to-end execution of a range of Shawmut events, including client events, conferences, speaking panels, internal corporate events, leadership and board of director’s meetings and ad-hoc initiatives. This role will be part of our corporate Marketing team and will be based in our Boston Office.
     
    ESSENTIAL JOB FUNCTIONS

     

    • Proactively engages and interfaces with key stakeholders to ensure annual and project goal alignment for internal and external events of all sizes throughout the year Brings creative insight and realistic concepts to running captivating and well-organized, efficient and effective events throughout the life cycle of the event.
    • Provides overall project management while including needs assessment, audience, finances, scope of work, resources, time lines and milestones, reports, logistics, internal and external communication needs, sourcing and liaison with vendors and ROI metrics.
    • Ensures along the way that the initiative is in synch with stakeholders’ expectations, vision and goals; brings proactive solutions to encountered challenges.
    • Takes preemptive measures to anticipate project/event risk scenarios and pre-plans alternative back-up necessities. Leads planning and execution of all internal employee events such as quarterly CEO town halls, annual company meeting and Annual Employee Stock Option Program Event. Responsible for ensuring all related show content is collected in a controlled and timely manner from the content owners.
    • Produces events in a variety of forms, such as Webex, Webinars, Live Streaming, Pre-Recorded Video, Panels, etc.
    • Collaborates with internal partners (the office of the CEO, office services, IT, Marketing, People Strategies Team) and external vendors to coordinate logistics and other event-related needs.
    • Manages multiple events simultaneously while keeping the integrity of each program.
    • Researches qualified service providers for production, accommodations and function space, outside venues, ground transportation, audio-visual services, local staff, etc. that fit qualified goals, preferences and budget. Leads contract negotiations with the venue and vendors.
    • Presents options to stakeholder for feedback and approvals
    • Reviews and approve final vendor invoices; reconciles and reports detailed project budget.
    • On-site coordination of all attendees and vendors.
    • Conducts event evaluations and shares finding with leadership; institutes lessons-learned.
    • Creates and maintains corporate events calendar
    • Responsible for communications related to events with oversight for email delivery systems for invitations.
    • Collaborates with creative marketing team to concept and produce effective correspondence particularly for external events.
    • Will research potential types and implementation of enhanced event management digital tools/systems.

    Qualifications

    • Experience: Minimum of 7 years’ professional experience in event planning
    • Education: Bachelor’s degree
    • Strong, outgoing, collaborative and flexible demeanor
    • Ability to persuade and negotiate in an agreeable fashion in the best interest of the outcome
    • Excellent organizational, communication and interpersonal skills
    • Outstanding attention to detail and time management skills
    • Demonstrated experience in managing multiple high-profile projects concurrently
    • Demonstrated successful strategic planning, strong judgement and decision-making skills
    • Proven ability to manage to budget
    • Event planning experience with senior level executives to which there is no direct line reporting
    • Ability to deliver results with limited direction and on tight deadlines
    • Demonstrated ability to manage third party vendors and internal resources to maintain deliverable timelines and adhere to budget
    • Working knowledge of different types of effective events productions (webex, webinars, livestream, etc.)
    • Creativity to explore new and exciting ways to deliver our brand message and programs
    • Well versed in Mac and PC platforms and ideally, event communication and tracking systems

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