Event Manager

The Wisconsin Foundation and Alumni Association (WFAA) is recruiting for a dynamic and detailed Event Manager to join the Alumni Relations and Engagement team.   In this role, you will work with WFAA and UW-Madison colleagues to plan and execute constituent engagement activity. The Event Manager works to understand client needs and apply best practices to create high-quality, memorable experiences that advance organizational objectives and plays a vital role in overseeing virtual, in-person, and hybrid event management.  This position reports to the Director of Event Services.

Event Management

• Actively seek to understand and anticipate client needs and apply best practices to provide high-quality experiences to inspire alumni, donors and friends.
• Collaborate with internal program, operations, marketing and registration teams to meet overall event goals.
• Responsible for initiating, arranging and overseeing all aspects of event logistics related to constituent experience
• Provide informed event consultation based on research, best practices and current event trends
• Negotiate and manage contracts with third party vendors and service providers
• Ability to be responsible for planning, overseeing and leading projects from ideation through to completion.
• Create and monitor event and meeting related budgets/expenses.
• Provide on-site support as required.
• Schedule, manage and oversee staff, student, campus and alumni employees and volunteers providing event and meeting support.
• Ensure high quality, professional, effective events, including troubleshooting problems in a timely manner using tact and discretion.
• Participate in unit strategic planning, which includes short-term and long-term plans
• Work with the Director of Event Services to coordinate and supervise daily operations.

Event Technology

• Assist in virtual event production
• Troubleshooting platform issues and staying up-to-date on platform trainings and developments. 
• Act as Subject Matter Expert (SME) for virtual event platforms and events.
• Assist the Director of Event Services with Virtual Event Producers by offering continued training and support.

Constituent Relations

• Independently manage a wide variety of inquiries from internal and external clients.
• Positively represent the WFAA and the University.
• Provide exceptional customer service.
• Respond promptly and to inquiries from internal and external constituents, taking the initiative to seek information and resolution.
• Adhere to team identified goals to obtain optimal results.

Administration

• Knowledge of venue/facility management and necessary support requirements.
• Document event and meeting activity and outcomes.
• Demonstrate an understanding of and effectively utilize organizational administrative policies and processes.
• Monitor and record event data in appropriate tool or system
• Manage and maintain event and meeting related materials and equipment, e.g., branded podium banners, table runners, tablecloths, A/V supplies etc.
• Develop documentation related to event processes and procedures
• Seek and maintain awareness of event and meeting resources on campus. 

Required Qualifications

• Bachelor’s degree or equivalent work experience. 
• 3 + years of events planning or related experience.
• Must be able to work flexible hours including nights, weekends and holidays.

Other Qualifications

• Certified Meeting Planner (CMP) designation a plus but not required.
• 1 + experience working in a in non-profit or fund-raising environment preferred. 
• High degree of competency in Microsoft Office (Word, Excel and Outlook). 
• Strong organizational and analytical skills.
• Excellent verbal and written communication as well as ability to navigate difficult situations with tact and diplomacy.
• Effectively interact with internal and external clients of diverse backgrounds; work independently and collaborate positively within a team environment.
• Take initiative, demonstrate engagement and creativity, organized and meet deadlines.
• Ability to remain calm under pressure, prioritize and manage multiple tasks and maintain a high degree of discretion, tact, professionalism and diplomacy.