Temporary Events Manager

Position description

The Simons Foundation has an opening for a temporary Events Manager to join the events team. Reporting to the Senior Manager, Events, the Events Manager will provide support for the development, planning and execution of more than 200 yearly events. These include, but are not limited to, on-site and off-site annual research conferences, scientific meetings, workshops, and some social events.

This is a temporary position expected to last until November 20th, 2026. This full-time position is located on-site at the Simons Foundation office in New York City.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• Partner with host department to execute tasks associated with logistics before, during and after events. This includes managing complex travel and hotel accommodations in partnership with the foundation’s travel agency, ground transportation, catering contracts, facilities management and insurance requirements.

• Use Cvent to create event websites, manage attendee communication and execute participant registration both pre-event and on-site.

• Negotiate agreements with third-party vendors (i.e., venues, caterers, AV providers, etc.) to ensure high quality of service and fiscal responsibility.

• Create and monitor project management tools such as timeline, task lists, budgets and run of show documents. Present these documents to the event planning team to ensure clear, consistent communication throughout the planning process.

• Produce or facilitate the creation of event collateral as needed. This can include signage, promotional collateral, printed materials, etc.

• Represent and deliver service excellence with program participants. Ensure their needs are anticipated and executed properly.

• Review events calendar and work with staff and security to ensure program preparations are completed on time while paying close attention to events with quick setup turnarounds.

• Execute on-site event operations, serving as the primary point of contact for staff, vendors, and participants during events.

• Conduct post-event wrap-up including budget reconciliation, vendor payments, guest reimbursements, and event debriefs in a timely manner.

• Assist with inventory tracking in Sortly; update item counts following events to ensure event spaces remain adequately stocked for subsequent events.

ADDITIONAL RESPONSIBILITIES:

• Serve as a thought leader and subject matter expert to event hosts as they develop event plans and develop future event needs.

• In partnership with the events assistant and events coordinators, monitor event supply stock and maintenance of event spaces.

• Manage ongoing relationships with third-party vendors to ensure continued service quality and accountability.

• Participate in cross department meetings to discuss opportunities for collaboration and process improvement.

• Perform other duties or tasks as assigned or required.

Qualifications

Education

• Bachelor’s degree

Experience

• Minimum of 7 years of previous events management experience

• Proven effectiveness in working with diverse client/participant groups, managing budgets and logistics

• Experience with onsite event management, including setup, registration, venue logistics and audio/visual needs.

Related Skills & Other Requirements

• The ideal candidate must be a team player but should also be self-motivated to complete tasks.

• Must be skilled at simultaneously managing multiple projects with tight deadlines and many details in a fast-paced environment.

• They must have excellent oral and written communication skills, effective trouble-shooting skills and good judgment.

• The candidate must be willing and able to work varying schedules including early mornings and evenings with occasional weekends and travel.

• Previous work in research or academic settings is a plus.

• High proficiency in Microsoft Office (Word, Excel, PowerPoint) is required.

• Working knowledge of Cvent is preferred.

• Basic knowledge of audiovisual equipment and desktop publishing software is preferred.

• Must be willing and able to work evenings and early mornings as needed and occasional weekends (including Sunday, October 4th)

Physical Requirements

• Moving supplies and equipment weighing up to 20 pounds

• Moving throughout several office buildings and various event spaces (on-site and off-site) to provide event support

Application instructions

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