POSITION SUMMARY
Reporting to the Director of Events and Community Outreach, the Events Specialist plays a crucial role in fulfilling the mission of TPT. The Events Specialist serves as a convener and facilitator, engaging our audiences both in person and virtually. This role requires a proactive, forward-thinking approach, the ability to partner and strategize with leaders, organize people, logistics, and information, and ensure TPT values are at the forefront of every touch point.
Compensation: $68,000 to $74,000 or annually in addition to company provided benefits.
Hybrid Work Environment: Candidates must live in or be willing to relocate to the Twin Cities Metro area and report to onsite office a minimum of three days per week.
This role is one of 3 Event Specialists who collaborate on all events, alternating between lead and support roles for each event.
MAJOR AREAS OF RESPONSIBILITY
Internal & External Events
- Act as a key point-person for events in our organization. Assist with events staff and contractors and attend all organization events as assigned.
- Facilitate efficient and effective planning and meetings for events.
- Create best practices, templates, timelines, policies, and procedures to ensure intention and structure for TPT event planning.
- Support partnerships with internal TPT departments in event planning, setup, execution, and cleanup.
- Assist with ensuring all internal TPT departments receive needed events support.
- Assist with managing external vendors.
- Assist with budget management for assigned events.
- Maintain detailed files, contacts, and other shared information and systems.
- Coordinate logistical aspects surrounding events, such as creating event plans, planning promotion materials, event flow and staffing, food/beverage, décor and rentals, managing staff, vendors, consultants, and volunteers assisting with events, ticketing, and merchandise sales.
- Assist with conducting site visits to find appropriate and cost-effective venues.
- Assist with creating scripts and schedules for event programs.
- Assist with creating post-event recaps.
Strong Team Collaboration
- Work closely with fellow Events Specialist, alternating between lead and support roles for each event to ensure seamless execution and mutual support.
- Demonstrate exceptional teamwork skills by actively contributing to a positive team environment.
- Work collaboratively with colleagues across departments to achieve common goals, support team members, and foster a culture of mutual respect and cooperation.
External Event Coordination (40% of time)
- Examples: TPT's Booth at the Minnesota State Fair, Be My Neighbor Day, screenings, and other local events both community and content-driven.
- Assist with planning, logistics, and execution of events.
- Communicate with internal and external clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.
Internal Event Coordination (40% of time):
- Examples: All Staff Meetings, other Staff Events, Donor Events, and Member Events.
- Assist with planning, logistics, and execution of internal TPT events.
- Collaborate with colleagues and internal TPT departments to manage deliverables.
- Communicate with internal clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.
Volunteer Management (15% of time):
- Co-Manage a pool of volunteers.
- Create and manage volunteer postings.
- Develop and conduct volunteer orientation and training.
- Ensure volunteers are staffed to support both on-site and off-site events & activities.
- Utilize the most efficient procedure for volunteers.
- Maintain accurate records and provide timely statistical and activity reports on volunteer participation.
- Communicate with internal departments regarding volunteer requests and management of the volunteer pool.
Other duties as assigned (5% of time):
- Participate as an active member of the MarComm Team. Contribute to shared goals and collaborate with colleagues across all departments on the achievement of priorities.
- Cultivate a fun, engaging, and balanced work environment.
- Other duties as assigned.
QUALIFICATIONS
Required Experience
- 4 years of previous project management experience.
- 4+ years of experience working in live and virtual events.
- A self-starter with strong ability to take initiative and work independently.
- Ability to recognize and respond quickly and professionally to any unexpected situation.
- Ability to work outside traditional business hours -night and weekend time required.
- Exceptional attention to detail.
- Exceptional communications and organizational skills.
- Must have strong creative problem-solving skills.
- Must be capable of multi-tasking and managing numerous projects simultaneously.
- Ability to coordinate and mobilize others.
- Must have reliable transportation.
- Must pass background check for driving a TPT-owned vehicle.
- Must have ability to safely lift and carry approximately 25lbs.
Preferred Experience
- Bachelor's degree in Hospitality, Theatre, Stage Management, Event Management or other related fields.
- 1+ years of experience working with volunteers.
- Experience with high-end, formal events.
- Experience with community events.
- Experience with family/children events.
- Experience working with Food and Beverage service.
- Experience/expertise with audio-visual equipment and technology.
- Experience with AirTable, Better Impact, Eventbrite, RSVPify, Better World, Word Press, Canva and/or Engaging Networks software systems.
Knowledge, Skills and Abilities
- Strong computer skills: Microsoft Office Suite - Outlook, Word, Excel, OneDrive, Teams, the Adobe Creative Suite.
- Strong focus on audience and end user needs.
- Strong organizational and time management skills. Able to multitask in a fast-paced, time sensitive production environment.
- Strong budget and financial management skills.
- Excellent oral and written communication and interpersonal skills.
- Ability to work collaboratively and communicate effectively with all team members across multiple departments.
- Ability to travel to locations in the greater metro area on a frequent basis. Occasional travel out of the state.
- Represent TPT with courtesy and professionalism.
- Commitment to advancing Inclusion, Diversity, Equity and Accessibility (IDEA) priorities within the organization.