Events Assistant Manager

Clinton Foundation

Job Details

Location: William J Clinton Presidential Library, 1200, President Clinton Avenue, Little Rock, Pulaski County, Arkansas, 72202, USA Posted: Feb 14, 2020

Job Description

About the Clinton Foundation

Building on a lifetime of public service, President Clinton established the Clinton Foundation on the simple belief that everyone deserves a chance to succeed, everyone has a responsibility to act, and we all do better when we work together. For nearly two decades, those values have energized the work of the Foundation in overcoming complex challenges and improving the lives of people across the United States and around the world.

As an operating foundation, we work on issues directly or with strategic partners from the business, government, and nonprofit sectors to create economic opportunity, improve public health, and inspire civic engagement and service. Our programs are designed to make a real difference today while serving as proven models for tomorrow. The goal of every effort is to use available resources to get better results faster – at the lowest possible cost.

We firmly believe that when diverse groups of people bring resources together in the spirit of true cooperation, transformative ideas will emerge to drive life-changing action.

Learn more at http://www.clintonfoundation.org, on Facebook at Facebook.com/ClintonFoundation, and on Twitter @ClintonFdn.

Overview

The Events and Programs Assistant Manager will be responsible for directing all internal Clinton Presidential Center (CPC) events, delegating tasks and coordinating with relevant CPC departments. S/he will be responsible for but not limited to the following: effectively directing, planning, managing, and executing events within the approved budget. S/he will ensure there is effective internal communication associated with all events.

Responsibilities

Manage effectively the logistical plan and direct the execution of internal events from start to finish while ensuring expenses are within budget.Manage all necessary details including but not limited to speaker and program research, speaker selection process, submission of vetting requests, requesting or writing invitation letters from communications department, follow up on speaker invitations. Develop program formats, itineraries, and manage the travel arrangements, walk-throughs, and on-site logistics for programs and speakers. Coordinate with Clinton School on all program details for Kumpuris Distinguished Lecture and other events produced in partnership. Write speaker and vendor agreements for speakers, entertainers, production companies, etc. Submit for review by legal in a timely manner and route for signature by all parties. Manage and conduct site walkthroughs with internal and external parties. Maintain event checklists, timelines, detailed logistical plans, room layouts, and other event planning materials.Coordinate and lead event meetings and delegate responsibilities to the appropriate CPC departments.Coordinate with communications and marketing department to promote and publicize events and assist as needed.Manage and maintain the calendar for all internal events and meetings in the Choctaw building and develop system to avoid scheduling conflicts with other events. Collaborate with Food, Beverage, and Events (FBE) department and Clinton School to schedule events on the CPC Master Calendar.

Design and coordinate food and beverage options for all internal CPC events with the FBE department. Manage vendors on event-related matters, including audio-visual companies; proactively handle any arising issues and troubleshoot emerging problems during planning stages and on event day; exercise independent decision making to resolve matters. Manage and create staff/volunteer plans for each event in collaboration with volunteer and visitor services, educational programs, facilities, store, communications, and admissions teams.

Direct and manage onsite production, set up, and break down for all internal CPC events.

Coordinate with Finance department and other departments in development of annual budgets. Proactively manage budgets and costs for each event through planning and implementation. Ensure events are executed within or below approved budget. All expenditures outside of approved budgets must be approved by Communications Manager or Executive Director. Collect, code, and submit invoices for payment by the Finance department. Ensure vendors, speakers, entertainment, etc. for all internal CPC events are compensated in a timely manner. Coordinate with colleagues and departments to develop event debriefs, evaluations, wrap-up reports, and recommendations for future events. Compile lists for thank you notes and coordinate with colleagues to write and send.

Qualifications

1. Minimum Required:Bachelor’s Degree. Preferred: Bachelor’s Degree Hospitality with a focus on Event Planning; Communications or Marketing.

2. Extensive Event Planning and Project Management Experience Preferred: Production of events; Understanding of Audio Visual elements and systems.

3. Event planning, set-up, and management

4. General understanding of the Foundation’s work and of President Clinton’s Administration.

5. Ability to problem solve, multi-task, as well as utilize good judgment and a high level of discretion

6. Excellent organizational, planning, and project management skills

7. Effective time management and leadership skills

8. Ability to collaborate and cooperate pleasantly and effectively with multiple departments

9. Ability to understand when and how to engage senior staff in decision making

10. Must be able to proactively anticipate project needs, discern work priorities, and meet deadlines

11. Must have excellent written and verbal communication skills and an ability to easily interact with people.

12. Should also be a quick learner and juggle multiple projects at once.

13. Must be willing to work evenings and weekends as events demand.

Physical and Other Requirements

Office Environment: Constant computer work requiring repetitive motion, prolonged sitting and sustained visual/mental demands. Occasional lifting, bending, pulling, collating, and filing, some of which may be heavy (>15 lbs.) and require use of carts.

Equal Employment Opportunity Statement

The Clinton Foundation maintains a strong policy of equal opportunity in employment. It is our objective to recruit, hire, and retain the most qualified individuals without regard to race, color, religion, sex, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations.

About Clinton Foundation

Clinton Foundation is a non-profit foundation established by Bill Clinton, a former President of the United States.

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