Description
The Corporate Events and Marketing Manager is an individual with five for more years of comprehensive experience in the areas of special-event planning/execution and marketing. The position reports directly to the Chief Technology Officer.
This position has a range of responsibilities in the areas of Optica’s industry program planning and implementation, vendor sourcing and oversight, speaker and registration administration, on-line production support, budget oversight, promotional planning and execution, as well as post-event evaluation and results reporting. The individual must be self-motivated, self-starting, an effective communicator, hands-on team player, detail- and results-driven, and responsive to stakeholders. The abilities to manage workload and prioritize tasks in a fast-paced non-profit environment are essential to this role.
PRIMARY RESPONSIBILITIES:
1. Events
a. Responsible for a portfolio of 20-25 top-quality industry-focused speaker programs and networking events taking place around the world and throughout the year. Some are in-person only events, some are purely online interactive discussions (using Zoom).
b. Key responsibilities include:
i. Assists in providing perfect practical support to all Optica constituents, especially those sponsoring or exhibiting at an Optica event.
ii. Will trouble-shoot and take responsibility for a successful outcome when needed.
iii. Assists in outreach to speakers, and assures presentations take place as planned.
iv. Acts as session producer during live on-line events, making sure the next speaker is fully briefed. This requires full familiarity with online events software such as Zoom. The goal is to provide seamless production support to the event host.
v. Active participation in all phases of agreed event planning, budgeting, and implementation
vi. Scouting on-site evaluation, negotiations, and contract execution
vii. Sourcing and management of on-site vendors, e.g., catering, transportation, audiovisual
viii. Oversees advanced and onsite event registration
ix. Event budget oversite and regular financial forecasting and reporting
x. Tracking performance data and producing management reports
xi. Assures Optica health and safety protocols are communicated to attendees in advance and are supported onsite
xii. Collaborates with staff from other Optica departments in support of events, e.g., legal, meetings department, finance, IT, etc.
xiii. Conducts post-event evaluation, e.g., participant surveys, interviews, financial tracking, and produces management reports.
2. Marketing and Communications
a. Develops comprehensive program plans and works in concert with the Optica Centralized Marketing and the Corporate Communications teams to create accompanying marketing plans that successfully promote each event in the portfolio. Key deliverables include:
i. Creates in collaboration with the Centralized Marketing and the Corp. Communications staff a detailed promotion and production schedule for outreach efforts, e.g., dates and frequency of social media posts (presentations/photos/thank you messages), email broadcasts, media releases, mailings, etc.
ii. Serves as the primary point of contact with the Centralized Marketing team to review and secure approvals from industry stakeholders on promotion tactics, e.g., email broadcasts, collateral, newsletters, and advertisements.
iii. Supports Centralized Marketing and Corp. Communications to secure necessary event information for social media posts and email broadcasts to produce top-quality copywriting for online and printed matter.
iv. Assures event information on the Optica website is timely, accurate, and thorough.
v. Assists producing advance and post-event videos promoting the event and Optica.
vi. Produces all onsite materials, e.g., proceedings, roll-ups, name badges, agendas, etc.
vii. Manages the development of all onsite signage and special instructions for attendees. Assures production is timely and well-executed.
viii. Collaborates with the Centralized Marketing and the Corp. Communications teams to create an annual marketing budget. Oversees the marketing budget throughout the year and manages monthly reporting.
b. In addition to the central collaboration with Centralized Marketing and Corp. Communications, this position interacts with staff from other Optica departments in support of event marketing, e.g., Finance, IT, etc.
3. Operations
a. Contributes to governance council updates and presentations
b. Participates in departmental and Optica “all-staff” meetings
EDUCATION AND EXPERIENCE:
a. Bachelor’s degree, communications, marketing, hospitality, and operations studies are a plus
b. Three or more years of developing, organizing and executing successful C-level industry events as well as relevant marketing management experience
c. Excellent track record in the developing and successfully completing programs
d. Experience in delivering excellent, empathic client support and service
e. Strong track record of high integrity, and good judgment.
SKILLS & ABILITIES:
a. Very strong attention to detail
b. Excellent process-oriented thinking and problem-solving skills
c. Enthusiasm for working in a fast-paced, quality-oriented environment
d. Outstanding time-management skills, anticipating what will be needed next and making sure deadlines are met.
e. Excellent written and spoken English language skills. French and German fluency would be an advantage but is not a requirement.
f. Exceptional interpersonal and relationship-building skills in-person, online, and by phone
g. Proven ability to effectively communicate in a global multi-cultural environment, both within a (remote) team and independently.
h. A high level of integrity and accountability and the willingness to go above and beyond expectations to deliver positive results in all areas.
i. An outgoing personality and the ability to ask insightful questions as a means of understanding client’s needs and influencing others
j. Proven organizational, administrative, and IT skills
k. An understanding of how professional societies and non-profit organizations work
l. Ability to adapt and be effective despite the ambiguity associated with a fast-paced, high-growth environment.
Estimated Travel: 20% per year travel to Optica and peer events. Note: Travel includes advance site visits on behalf of Optica.
Work Schedule: Must have the ability to undertake a flexible work schedule to enable interaction with international contacts in different time zones.
