Senior Associate, Conference and Event Services

Senior Associate, Conference and Event Services (Hybrid)

Department Overview
The Workplace Services (WPS) Department manages Pew’s integrated facilities management portfolio, a state-of-the-art Conference Center, event, and the organizations enterprise-wide organizational continuity management program. The department consists of the following core functions:

Conference and Event Services (CES)
Integrated Facilities Management (IFM)
Organizational Continuity Management (OCM)

Conference and Event Services

The conference and event services staff, a high touch planning team, develops the standards and oversees all functions related to meeting operations, housekeeping, physical aesthetics of the meeting space, conference center maintenance and service contracts and capital projects including asset replacement related to the conference center.

Staff is also responsible for facilitating all internal and external meeting set-ups including catering services, audio visual and contracts for external meetings in hotels and conference centers.

Staff brings together the right mix of external vendors and staff to lead the meeting areas from first inquiry through delivery of all services required for the day-to-day operation of the event, including finalization of all billing to internal and external guests.

This highly guest service-oriented team develops internal and external policies and procedures concerning event management requiring group rooms and effectively plans all meeting logistics including room setup, audio visual, travel, transportation, housing and food and beverage and any other needs.

Position Overview

The Senior Associate, Conference and Event Services is responsible for ensuring coordination between Pew event planners, AV vendor, catering vendor, and external event planners. This position will interact with listed contacts to ensure all meeting and conference needs are being met, exceeded and proper communication between all parties is occurring on an on-going basis. This position will work closely with the Biomedical program team, Pew Charitable Trusts, and Pew Research Center.

The Senior Associate, Conference and Event Services reports to the Associate Director, Conference and Event Services located in Washington, DC. The Senior Associate may take direction from the Manager, Conference and Event Services. The position is eligible for Hybrid work (two core days in office).

Responsibilities

• Manage the planning and execution of all of Pew Charitable Trusts events, meetings and conferences that require group room nights domestically and globally; as directed by the Associate Director, Conference and Event Services.
• Ensures that all logistical details, including organizing food and beverage, handouts, travel, housing, and meeting space for all The Pew Charitable Trusts events, meetings, and conferences are run effectively.
• Maintain knowledge of Pew’s internal and external meetings management policies and procedures.
• Ensure Pew standards for all meetings, catering and other functions are met and enforced.
• Develop Request for Proposal (RFP) for event and ancillary requirements (transportation, excursions, etc.). Source and negotiate contracts.
• Develop Banquet Event Orders (BEO) and attend meetings, as needed, communicate changes as appropriate and ensures accuracy of daily function space.
• Prepare F&B and AV estimates and manage meeting and event related budget through all phases of planning for internal and external events.
• Conduct domestic and international site inspections, as needed.

• Work directly with travel management company for approval on flights that are over the approved amounts in absence of the senior associate only.
• Respond to all attendee questions in a timely manner for each event.
• Create registration pages, invites and all communication to attendees for events through Cvent, Pew’s online event management software system.
• Experience utilizing conference room/catering software—Resource Scheduler (preferred), Meeting Room Manager (MRM), Delphi/Amadeus, CaterTrax, etc.
• Supervise on-site logistics for multi-day domestic and international events.
• Other duties as assigned

Impact

• Ensure effective, efficient, and user-friendly support to staff in the Washington, DC office and other locations as needed.
• Interface with internal and external guests in a timely manner and respond accordingly, providing a seamless interaction.

Requirements

• Generally, requires 4 years of experience, and a bachelor’s degree or equivalent experience A minimum of four years in global event, hospitality, tourism management, experiential marketing, or related discipline.
• Strong project management and organizational skills. Self-directed and able to set priorities, organize time, resolve issues, follow up on tasks, and identify resources for projects.
• Sound consultation and relationship management skills. Able to create and maintain strong relationships. Able to quickly establish credibility and to develop and manage productive relationships with internal staff, including senior-level staff, and external vendors.
• Solid understanding of global meetings management practices.
• Ability to interpret policies, keep records to meet legal requirements, counsel employees and solve problems.
• Strong attention to detail and insistence on accuracy. Develop and maintain quality control procedures to ensure accuracy and completeness of work.
• Effective communication and interpersonal skills; ability to work in groups including relationship management, tactful negotiation, and diplomacy. Always maintains a guest service demeanor.
• Work effectively in a demanding environment where standards are high, and information is processed expeditiously and efficiently.
• Able to confidentially maintain personal information. Understands and respects the sensitive nature of information and manages this responsibly to ensure issues are managed discreetly, effectively, and efficiently.
• Excellent verbal and written communications skills (including proofreading and editing) that demonstrate a clear expression of ideas, thoughts, and concepts. Able to express oneself concisely. Comfortable asserting oneself in both one-on-one and group settings.
• Solid judgment. Able to learn quickly. Proactive, independent problem-solving ability and able to make decisions after reviewing various courses of action. Makes appropriate decisions or choices based on understanding alternative courses of action and potential repercussions.
• Skilled in software applications including Microsoft Office, meetings management databases (Cvent), and. Conference and catering management system (Resource Scheduler) and Salesforce is a plus or similar event management platforms.
• Capability of interpreting and speaking Spanish/Portuguese is preferred.

Travel

Domestic and international (Latin America) travel will be required, up to 35%. Current U.S. Passport is required.

Salary Range

The salary range represents a reasonable estimate of the annual salary based on Pew’s commitment to provide equitable and market-competitive pay. The actual salary offered will take into consideration many factors including but not limited to job-related knowledge, skills and experience, internal pay equity, and business need.

Total Rewards

We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.

The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.