Weekend Event Planner Jobs in Seattle, WA (NOW HIRING)

Job Description

The Collaboration Core has an outstanding opportunity for an Events Manager to join their team.

About this Opportunity

The Events Manager is responsible for producing events for the various research units in the College of Engineering's Collaboration Core. This position interacts regularly with institute directors, faculty, and research/administrative staff, and reports to the Associate Director of Operations.

Key Responsibilities

Event Management - 65%

• Organize and provide support for events as requested by the Director(s) or supervisor. Events include: research seminars; conferences; workshops for faculty, students and external partners; presentations and showcases for internal and external audiences; lab openings; and networking events.
• Lead planning and debrief meetings with directors and staff, tracking action items and recommendations for continuous process improvement.
• Manage event logistics including travel arrangements, workback plans, meeting schedules, space reservations, equipment rentals, and event materials and decor.
• Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which often contain confidential or sensitive information.
• Provide day-of event support, arranging furniture, accepting deliveries, organizing meeting materials, welcoming guests, and tracking attendance.
• Close up spaces after events, returning furniture, supplies, and refreshments to permanent storage.
• Manage inventory of all Collaboration Core event supplies, including food and beverages, linens, A/V equipment, and branded materials.

Event Marketing & Communications - 15%

• Manage internal and external communications for events, including distribution of event announcements following established processes and policies through a variety of communication channels (Trumba event calendars, web pages, listservs, etc.).
• Design promotional and informational materials, including impact reports and conference recruitment posters.
• Compile resources and share information about upcoming events and opportunities with the UW community.
• Manage program participant data, ensuring relevant contact information and listservs are updated on a regular basis.
  

Budgeting & Finance Administration - 15%

• Oversee event budgets and reconciliation of all event expenses, following restrictions and guidelines for spending from multiple funding sources.
• Arrange and execute honoraria for speakers, catering agreements, and contracts for vendors and hotels.
• Work with external partners and relevant University offices to coordinate event sponsorships.
  

Other - 5%

• Represent Institutes at appropriate meetings and events to stay up-to-date on regulations, policies, and trends affecting work and seek training opportunities related to events management.
• Stay current on events and marketing and communications practices by peer institutions. Read industry publications, attend seminars and classes, evaluate software and products, and recommend improvements.
• Other duties as assigned.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• Bachelor's degree in liberal arts, communications, design and/or related fields. Equivalent experience can substitute for degree requirement.
• At least two years of experience managing events in an academic research and education environment or science, engineering, or technology-focused organization or company, or related field.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Excellent written, verbal and interpersonal communication skills.
• Excellent design skills.
• Demonstrated ability to conceive, implement, and evaluate creative event strategies.
• Experience executing large events or conferences.
• Advanced knowledge of MS Office: Outlook, Excel, Access, Word.
• Demonstrated problem solving and analytical skills.
• Proven organization and multitasking skills in a fast-paced environment.
• Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff and faculty from diverse backgrounds.
• Ability to work collaboratively and independently with a high degree of reliability, accuracy, and productivity

Preferred Qualifications

• Experience with virtual event platforms, YouTube, and Zoom.
• Experience working in WordPress or Drupal.
• Experience working with faculty and managing complexities of cross-department and interdisciplinary units.

Working Conditions

• Occasional travel outside UW for events hosted by institute partners.
• Potential for weeknight and weekend event attendance.
• Participation in occasional evening institute events.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.