Manager, Event Operations | Asia Society

Manager, Event Operations

Location:           New York

Department:      Development

Reports to:        Director, Special Events

FLSA Status:     Exempt

Job Type:           Full -Time

Compensation:  $65,000 - $75,000

SUMMARY:

This role will collaborate with Special Events to plan, coordinate and execute Asia Society’s internal and external social, educational, cultural, business and corporate events and functions. Exemplary planning skills enable the manager to make complex arrangements that meet the event requirements. The role therefore requires strong interpersonal skills to work with programmers and clients to outline event requirements and exceptional organizational skills in order to coordinate and execute events as related to the organization’s and/or client’s needs, managing the event logistics to ensure a successful event

This role exhibits excellent customer service skills, an exceptional level of professionalism, and knowledge of cross-cultural protocol and etiquette. This candidate should have the following qualities: diplomacy, organization and strong ability to prioritize.

RESPONSIBILITIES:

  • Maintain and monitor the institutional event schedule, including such planning tools as monday.com.
  • Establish and maintain relationships with vendors and suppliers, including exclusive caterer.
  • Manage departmental, interdepartmental, external client communications regarding space rentals and all internal catered events.
  • Event planning, coordination and execution.
  • Develop final space rental event logistics plans to support project plans.
  • Ensure proper protocol and standards are implemented and maintained.
  • Plan for potential scenarios that could impact the integrity of the event.
  • Manage execution of event logistics plans to support project plans.
  • Manage on-site issues.
  • Negotiate with vendors to finalize all contracts.
  • Track invoices and collect payments from vendors.
  • Event analysis, financial reporting and track event KPI’s.
  • Collaborate with internal stakeholders to manage event delivery and pick up.
  • Ensure rental events follow local security, Workplace Safety and Health regulations.
  • Resolve escalated participants' enquiries regarding the events.
  • Review incident summary reports to determine areas of improvement for event safety and security.
  • Review vendors based on quotations obtained for provision of goods and services.
  • Review vendors' project deliverables to ensure quality standards.
  • Perform additional duties as assigned.

REQUIREMENTS:

  • Bachelor’s degree or higher
  • Special events background, 4-5 years related work experience, background in sales a plus
  • Experience in event planning and coordination
  • Ability to present, promote and sell Asia Society’s venue to potential new clients
  • Experience establishing relationships with vendors
  • Proven track record of creative successful events
  • Experience in managing budgets and expense tracking
  • Professional experience working with international organizations 
  • Knowledge and familiarity with international customs, and etiquette, with a high emphasis on Asia nations and cultures
    Ability to maintain a flexible schedule including evenings and some weekends.
  • Ability to work 3-4 events per week
  • Ability to work independently and as part of a dedicated team
  • Capable of working with internal and external teams and partners
  • Excellent organizational, communication, interpersonal, negotiating and multi-tasking skills
  • Strong analytical and reporting skillsAbility to work under strict deadlines
  • Ability to remain calm under pressure and maintain a customer service focused mindset
  • Process improvement oriented
  • Ability to troubleshoot and problem solve
  • Detail oriented a must
  • Proficient computer skills including Microsoft Office, allseats, Google Platforms, Photoshop, Adobe, and Netsuite Platforms and any event scheduling software

COMPENSATION & BENEFITS:

Salary Range: $65,000 - $75,000

Compensation within this range is determined by skills, experience, and organizational equity.

Asia Society offers a generous benefits package including health, dental, and vision coverage, a 403(b)-retirement plan, numerous paid holidays, tuition reimbursement, self-development hours, and more. Please visit asiasociety.org/about/careers and click on “Employee Benefits” to view our full benefits summary.
 

Benefit package highlights:

  • An HRA plan (fully funded by the Asia Society) supplements our medical plan and covers the full annual deductible.
  • After 1 year of service (1,000 hours), the Asia Society contributes 6% of gross earnings to an eligible employee’s 403(b) account, regardless of whether the employee makes their own contributions.
  • The Asia Society offers Self-Development time off, including Self-Development Summer Fridays between July 4th and Labor Day.

ABOUT ASIA SOCIETY:

Founded in 1956, Asia Society’s purpose is to navigate shared futures for Asia and the world across policy, arts and culture, education, sustainability, business, and technology. We provide a platform for dialogue and encourage a diversity of views as we try to find the most effective ways forward. Headquartered in New York City, the organization has 16 Global Centres around the world.

HOW TO APPLY:

To be considered for this role, all applicants must submit a completed application to: [email protected]

A completed application must include:

  • Resume OR CV
  • Cover letter

Only those candidates considered for an interview will be contacted. Please regard your submission as received unless your email is bounced back.

 

Asia Society is an Equal Opportunity Employer who values diversity, equity, inclusion, belonging and accessibility in the workplace. Women and persons of color are strongly encouraged to apply.