Meetings and Events Manager

Position Summary

Our company believes strongly in the power of events to create positive emotional connections. This position advances our vision through engaging events that strengthen attendee relationships and understanding of AEU's value. Candidates must have strong project management, negotiation, and organizational skills, a passion for seamless attendee experiences, and a commitment to quality, teamwork, and performance.

The Meetings and Events Manager position reports to the SVP, Director of Marketing and Customer Experience. This is an in-office position.

Minimum Qualifications

• Seven to ten years of corporate event planning experience required
• Associate or Bachelor's degree preferred (hospitality or related field preferred); will consider equivalent combination of education, training and experience
• Willing to travel approximately 15% of the time
• Valid passport
• Strong working knowledge of Microsoft Office including Outlook, Word, PowerPoint, and especially Excel
• Event management software experience a plus (Cvent, Swoogo, or similar)
• Project management software a plus (Wrike, Asana, or similar)
• Candidates must reside in the Mobile, Alabama metro area or able to relocate at own expense prior to start date

Key Areas of Responsibility

• Executing AEU's event strategy.
  • We hold approximately 20 to 30 events each year ranging dramatically in scope and scale (virtual meetings to small office functions to large-scale 300+ attendee events).
  • Responsibility for these events is currently divided, and rotated annually, between two Meetings and Events Managers.
  • Events for which this position is responsible include, but are not limited to: ALMA Conference, Board of Directors trips, AEU Forums, continuing education classes, ALMA Member Advisory Council meetings, AEU LEAD regional workshops, AEU's annual employee meeting and party, major internal company celebrations, industry association event receptions, and other events as assigned.
• Overseeing all logistics, acting as the main point of contact for all aspects of each event (unless otherwise delegated). This includes, but is not limited to:
  • Identifying appropriate event venues, conducting site/planning visits as needed
  • Negotiating contracts with venues within the parameters of the event budget
  • Selecting food and beverage menus that are appropriate to the event and audience
  • Determining logistics of room layout and setup, including decorations or entertainment if appropriate
  • Identifying audio/visual needs and negotiating contracts with providers
  • Determining the extent of use with destination management companies (DMCs) and negotiating contracts within the parameters of the event budget
  • Selecting and organizing group social activities as appropriate and negotiating contracts with activity providers
  • Coordinating event speakers, including communication of deadlines and requirements, collection of session-related content (presentation files, handouts, etc.) and biographical details, and on-site facilitation
  • Ensuring all event attendees receive adequate and appropriate communication and materials
  • Securing guestrooms when appropriate and negotiating room rates
  • Securing transportation for individuals or groups as appropriate for the event
  • Assembling, packing, and shipping materials to/from each event
• Executing event plans as the on-site coordinator at all events, unless otherwise delegated.
• Working closely and collaboratively with other members of the Marketing team, and other internal teams as necessary, to execute events professionally and seamlessly. This includes, but is not limited to:
  • Identifying themes/visions for events or functions, involving the executive team where appropriate
  • Using experience and expertise to provide consultation and guidance to stakeholders to ensure the success of the event
  • Overseeing the selection of gifts or room drops as appropriate
  • Providing input on designs of invitations and other event materials
  • Delegating tasks to other Marketing team members or AEU associates as appropriate
  • Leading pre-event meetings with AEU employees to outline duties and expectations, and post-event meetings to gather feedback and input for ongoing improvement
• Assuming accountability for the successful execution of event aspects within your control.
  • This encompasses event logistics (attendee management, rooming lists, transportation manifests, audio/visual elements, etc.) and communications/materials (printed materials, event websites, invitations, attendee emails, etc.).
  • Accountability applies to tasks that are both personally executed and
• Maintaining event-related calendars and timelines.
  • Utilizing collaboration software for event-related task management
  • Creating a detailed Run of Show for larger events, ensuring all team members are aligned with expectations of the event
  • Storing and managing relevant event-related communications, contracts, reports, and other data in a shared drive
  • Collecting and studying post-event survey results with the intent of continuously improving events

Desired Competencies

• Extremely detail oriented and organized. This position requires organization, accuracy, and attention to detail for event management. Exemplary time management is critical.
• Strong negotiation skills. Must be able to effectively negotiate contracts and obtain reasonable concessions.
• Strong communication skills. Communicate direction and needs through both written and verbal channels concisely and clearly.
• Team-oriented/strong interpersonal skills. This position requires working on diverse teams, being collaborative, maintaining professionalism and a positive attitude in solving problems, and delivering solid event outcomes. Ability to follow multiple sources of direction is also necessary.
• Confidently consultative. Consult effectively on event logistics and flow, even with differing stakeholder opinions and visions.
• Personable and adaptable. Maintain a positive attitude while effectively dealing with a wide audience range - from shipyard workers to executives to one's own coworkers. The ability to gracefully adapt to each event's dynamics is essential.
• Sense of accountability. Accept accountability for deadlines and responsibilities and exhibit pride in creating quality events throughout the planning process and in the final result.
• Comfortable operating under pressure. Manage tight deadlines while quickly grasping new information, priorities, and input from multiple sources. Adaptability and professionalism when priorities shift are a must.
• Technologically savvy. Must have experience with technology tools for organization and teamwork, and be willing to learn and suggest new processes.
• Leadership. The ideal candidate exhibits leadership qualities, including enthusiasm, confidence, discretion, initiative, and a commitment to excellence. They positively influence others and the company via their event leadership.
• Self-motivated/driven to succeed. High level of initiative and ability to work autonomously while knowing when to engage the team. Must strive to consistently exceed expectations and look for opportunities to improve existing processes or methods.
• Focused on continuous improvement and learning. Recommends process improvements as opportunities arise and learns from past experiences, demonstrating a growth mindset. Utilizes new knowledge about AEU's business and stakeholders to inform event-related decisions.