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Convene // conference & meeting spaces
Product, Full Time    New York City    Posted: Thursday, September 01, 2022
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Convene is an Equal Employment Opportunity Employer & we believe that diverse teams are the best teams. We live our values of GRIT (Genuine, Relentless, Integrity & Teamwork) & strive to create an inclusive & equitable workplace where everyone can be their true selves, where we all show up for each other. In line with our goal to be 1% better every day, we are committed to listening, learning, growing & improving.  We welcome applicants from all backgrounds, experiences, abilities & perspectives to join us on this journey.

Were seeking an Event Production Manager to join our Event Operations team. The role will report directly to the Senior Director, Implementation. 

What Youll Do:

The Event Production Manager will act as the primary point of contact for the client during the planning process while also liaising with our on-site event, technology, & control room teams to ensure a seamless meeting event experience from start to finish. The Event Production Manager will ensure that the clients vision for their event is executed, & that the client is fully supported from kick-off to post-event. The Event Productions Manager acts as project manager & ensures completion of on-site responsibilities by the Event Operations Team. The Event Production Manager supports our hybrid, virtual, & physical meetings products. The Event Production Manager lives Convenes values & exhibits our hospitality standards at all times.  

As the Event Production Manager, you will:

  • Plan & oversee meetings programs across our physical, hybrid & virtual products.
  • Effectively communicate both verbally & written, with all level of associates, clients, & all Convene departments in an attentive, friendly, courteous, & service-oriented manner.
  • Effectively listen to, understand, & clarify concerns raised by associates & clients.
  • Serve as a pre-sales support function for our Sales team to advise on applicable deadlines & requirements to ensure a successful event. Work closely with Sales Department to prepare room diagrams & photos, & facility insights; assist relationship managers in getting clients through the contract phase 
  • Develop event timelines & communicate any & all pre-production deadlines.
  • Schedule & host kick-off call with client.
  • Serve as the primary point of contact for the client leading up to day-of event
  • Prepare & distribute all room diagrams
  • Work closely with culinary & service team to finalize menus & timing
  • Partner closely with our AV Production to plan the clients run of show & vision for physical & hybrid Studio Events as needed.
  • Host client Run of Show Review with AV Production team & Event Operations Manager.
  • Partner closely & oversee the execution of tasks by the Event Operations Team.
  • Assign & manage event tasks in our project management tools.  Follow up as needed with the Event Operations Team to ensure tasks are completed to standard & on-time.
  • Create & maintain detailed event documentation for each booking 
  • Responsible for the creation of PEOs (Program Execution Orders), program diagrams, & invoices 
  • Support our Event Site Production team with the collection of the livestream event platform details, including, but not limited to, agenda, speaker details, sponsor details, & other collateral.
  • Manage client expectations on available features, which also includes working closely with Product & Design teams to help inform future platform enhancements.
  • Conduct pre-event & post-event debriefs for our internal stakeholders.
  • Follow up with client with any post-event deliverables
  • Conduct weekly event meeting & regular PEO meetings
  • Provide status updates to internal & external stakeholders on pre-production milestones to ensure successful delivery on the day of the event.
  • Supervise proper calculation of all program checks & ensure client approval & signatures 
  • Ensure collection of all program balances  

What We Look For: 

  • 3+ years in a customer facing role
  • Prior experience in event planning & project management
  • Comfort using web based collaboration tools including, but not limited to Slack, Salesforce, SmartSheets, Google Suite
  • Familiarity with SaaS, event platform/video/web conferencing a plus
  • Strong business acumen & staying cool under pressure
  • Natural problem solver, obsessed with finding appropriate solutions to meet customer needs
  • Able to multitask, & obsessed with customer satisfaction

Who We Are:

Convene is the leading provider of premium meeting & workday experiences with a global network of venues & flexible office locations. Combining design, technology, & hospitality to elevate todays modern work experience, Convene creates the spaces & experiences that help teams succeed. With Studio, an all-in-one solution for digitally-enabled events, & 23 locations across the U.S. & London including meeting spaces & flexible workplaces, Convene creates your best day at work, wherever it happens. The company has been named one of Americas 100 Most Promising Companies by Forbes & a Best Workplace by both & Fortune Magazine.

Were Here For You: 

At Convene, youll receive:

  • Excellent health coverage for you & your family starting day one
  • Medical & insurance navigation support through Eden Health
  • Flexible vacation time plus time off for your birthday
  • Two business closures per year to allow all employees to unplug & recharge 
  • 401K plan with company matching
  • Professional development support 
  • Access to healthy meals & snacks at work (when in the office) 
  • A chance to be part of a dynamic, growing team 
  • The opportunity to have a significant impact on your team & the business in the work that you do 
  • A culture of GRIT (Genuine, Relentless, Integrity & Teamwork)

We require all employees, regardless of location, to be fully vaccinated (including boosters, if eligible) against Covid-19 by the time they start, subject to any applicable accommodations. Therefore, if you were to join Convene, subject to any applicable accommodations, you would need to be fully vaccinated by your hire date to be eligible to start in the role. As a condition of employment, you would need to submit official COVID-19 vaccine documentation. Convene will consider & review reasonable accommodation requests based on medical or religious grounds for qualified candidates.

Convene is committed to building an inclusive & diverse workforce. We are an Equal Opportunity Employer & welcome people from all backgrounds, experiences, abilities & perspectives. #LI-AS1

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