Job

Manager of Events and Special Projects

by Jessica Sisavath

July 24, 2019

Job Description

Execute logistics for 50+ Media Lab events, with close attention to design, purpose, scope, and audience. Provide operational and strategic support on a variety of special projects for the MIT Media Lab Director’s Office that accord with the Director’s vision and objectives. 

Responsibilities

  • Effectively lead the organization of many concurrent events and deadlines;
  • Design and build a cohesive and individual look and feel for each event, that represents the MIT Media Lab’s unique DNA;
  • Provides input into the development of event strategy, content and communications;
  • Select event dates; initiate event timelines; identify and work with local partners and vendors; secure appropriate venues; clearly communicate status updates and priorities; and effectively manage changes in events;
  • Ensure timely and clear communication to event stakeholders regarding all necessary information related to events through various means of communication, including initiating and running effective and efficient meetings;
  • Anticipate and oversee all logistical tasks for producing events, including invitations, guest registration, facilities needs, audio/visual, catering, budgeting, etc.;
  • Anticipate and arrange all logistics related to VIP speakers and guests, including travel, accommodations, and transportation;
  • Determine or recommend staffing needs and guides day-of event volunteers, staff and vendors. Oversees event volunteer selection and delivers training as necessary;
  • Negotiate vendor contracts; facilitation and management of relationships with vendors and internal event stakeholders;
  • Facilitate and manage relationships between the Media Lab and all internal and external collaborators, contractors, and vendors (communications, financial, legal, insurance, etc.);
  • Develop and manage event budgets and oversee the timely completion of financial transactions related to events;
  • Debrief and evaluate events
  • Other duties as assigned.

Qualifications

REQUIRED:

  • Bachelor’s degree with at least three years of event management experience, including large scale events of more than 500 guests;
  • Efficient and even-keeled problem solver, remains calm and level headed in a crisis;
  • Experience developing and maintaining annual budgets;
  • Strong interpersonal and written and verbal communication skills;
  • Discretion and ability to maintain confidentiality;
  • Ability to positively interact with “customers” independently and as a member of a team;
  • Comfort with and enthusiasm for a technology-driven environment;
  • Sensitive to organizational dynamics with ability to build and foster relationships within the Lab and with colleagues at MIT;
  • Will be expected to work long hours (evenings and occasional weekends) during peak periods;
  • Self-starter who possesses initiative, versatility, flexibility, and strong leadership skills;
  • Demonstrated ability to anticipate issues, analyze data, and solve problems creatively and effectively;
  •  Ability to perform under deadlines with accuracy and fastidious attention to detail, and ability to respond to shifting priorities.

PREFERRED:

  • Expertise in MIT financial processes and systems a plus.

To apply, go to hr.mit.edu/careers and search for job ID# 17754.

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