Manager, Conferences & Events

Emerson · Boston · $82,150–$102,650 (stated in the posting)

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ESSENTIAL JOB DUTIES

• Serve as the point of contact for all event-related matters for Business Services-managed spaces, including the Loft, Bordy Theater, Lion’s Den, Beard Room, and other designated spaces, working closely with event organizers such as faculty, staff, students, and external clients.
• Lead and manage the coordination between Conferences & Events and Facilities for all event and program-related operational needs, including space setup, custodial services, maintenance, building access, furniture and equipment, and other facility requirements. Ensure appropriate work orders and service requests are entered and tracked, requirements are communicated in advance, and services are coordinated through completion. Coordinate with Dining, ECPD, Campus Card Services, and other campus partners as needed to ensure seamless event operations.
• Manage the Summer Conference Program, including its budget and financial operations, from invoicing through revenue allocation, with a focus on delivering high-quality experiences for all attendees.
• Design and manage an Internship Housing Program, offering long-term (8+ weeks) housing to college students around the country. Implement a marketing strategy to generate program interest, inquiries, and applications. Manage all inquiries, contracts, and billing for the program.
• Update and manage the Summer Conference and Internship Housing Program website.
• Manage relationships with external vendors and service providers, including soliciting quotes, coordinating services, and ensuring timely and effective delivery of contracted services.
• Provide revenue forecasts and projections and recommend areas of potential growth within the Summer Conference and Internship Housing Program.
• Be present evenings, weekends, and holidays as needed during both the academic year and summer months to support internal and external events.
• Work closely with ECPD and Campus Card Services to coordinate building access and schedules for both internal campus events and external summer programs.
• Oversee the management and operations of the Colonial Apartments, including reservations, client communications, contracts, billing, vendor coordination, maintenance, and turnover, while ensuring the units are well-maintained and effectively utilized.
• Develop and implement proactive sales strategies to promote and expand the Summer Conference Program, leveraging industry contacts and market insights to attract new clients and enhance the scope and quality of events. 
• Monitor and manage expenditures within approved budgets, oversee purchase orders and expense reimbursements, and ensure vendors are paid in a timely manner.
• Coordinate comprehensive space management and event logistics, utilizing tools such as Event Management Software (EMS) and Spacebook for optimal space allocation, conducting detailed venue inspections, and ensuring all logistics adhere to high service standards.
• Collaborate with internal departments to ensure seamless event execution, creating necessary documentation, managing contracts, and accurately aligning event schedules. 
• Secure necessary spaces, confirm event specifics such as headcounts and dietary requirements, and supervise daily operations with senior student staff. 
• Recruit, train, and manage a dedicated team of 16 student employees, overseeing all aspects of employment and ensuring high performance and compliance with institutional standards. 
• Provide 24/7 emergency support to internal campus partners and external clients, serving in an on-call capacity to coordinate timely resolution of operational needs.
• Other duties as assigned.

QUALIFICATIONS – Qualifications are deemed required or preferred and represent what is needed to perform the job effectively. 

• A bachelor’s degree in Hospitality Management, Event Management, Business Administration, or a related field is required; in lieu of a degree, 10+ years of equivalent experience will also be considered. 
• At least 5-7 years of event management experience, preferably in an educational or large-scale public setting.
• Proven B2B sales experience, with a strong track record of securing corporate clients for large-scale events or conferences.
• Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP) certifications preferred.
• Prior sales experience to strategically engage clients and expand the conference portfolio is preferred.
• Valid driver’s license required.

KNOWLEDGE, SKILLS, AND ABILITIES – This may be representative but not all-inclusive of the knowledge, skills, and abilities commonly associated with the job.

• Proficiency in using event management software such as EMS and Spacebook.
• Demonstrated ability to lead and manage a team, including recruiting, training, and supervising staff.
• Strong capability in managing budgets, logistics, and operations for large-scale events.
• Excellent verbal and written communication skills, with the ability to act as the institution's liaison 
• Adaptable, with the ability to manage changing events and resolve problems efficiently.
• Exceptional troubleshooting, communication, and project management skills are crucial for successful event planning and execution.
• Ability to foster and maintain relationships with internal and external stakeholders to enhance event experiences.
• Ability to establish department goals and objectives that support the strategic plan.
• Ability to effectively plan, delegate, and/or supervise the work of others.

PHYSICAL ABILITIES – Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• This position is active; continuous movement is required.
• Continuous oral and written communication with clients, co-workers, and supervisors is essential.
• Repetitive movements, frequent lifting of up to 35 pounds, reaching, pushing, stooping, climbing, and the ability to read a computer screen, detect color-coding, and read fine print will be expected.

WORK ENVIRONMENT – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• This position works in conference, meeting, and office environments
• Willingness to work irregular hours, including evenings and weekends, as needed for event schedules and emergencies.

Disclaimer: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.  Certain job duties described herein may be subject to possible modification in accordance with applicable state and federal laws.

IN-OFFICE EXPECTATIONS
This position requires an in-person presence on the Boston Campus during the work week.

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In addition to a competitive salary, Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20+ hours per week. 

Emerson Employment Categories influence work schedules, benefits eligibility, and time off policies. Benefits include outstanding health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits, such as life and disability coverage and commuter offerings, are available.

Please refer to our benefits website for a full list of benefits and eligibility requirements.

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