Manager, Event Operations

George W. Bush Presidential Center
Published
July 21, 2021
Location
Dallas, Texas, TX
Category
Other  
Job Type

Description

Organization

Rooted in the guiding principles of President George W. Bush and Mrs. Laura Bush, the George W. Bush Presidential Center engages communities in the United States and around the world by cultivating leaders and advancing policies to solve today’s most pressing challenges. The Bush Center is home to the George W. Bush Presidential Library and Museum, which is operated by the National Archives and Records Administration, and the George W. Bush Institute, the non-partisan, public-policy arm of the Bush Center. The Bush Center is located on the campus of SMU in Dallas, Texas, and also includes a 15-acre park, a full-service restaurant, Café 43, and a museum store.

Housed within the George W. Bush Presidential Center, the George W. Bush Institute is an action-oriented, nonpartisan policy organization with the mission of cultivating leaders and advancing policies to solve today’s most pressing challenges. It raises current and thought-provoking issues and builds programs to address the challenges facing our nation and our world. The work of the Bush Institute is inspired by the principles that guided the Bushes in public life: education is the foundation of a successful life; freedom is a universal human desire; free enterprise is the engine of economic prosperity; and every human life is precious.

Essential Responsibilities

The Manager of Event Operations is responsible for planning and executing events in support of the George W. Bush Presidential Center.  This position serves as the face of the organization to many of our vendors, customers, and stakeholders and must exhibit a high level of professionalism at all times. Specific duties include but are not limited to:

Event Design and Plan Formulation

  • Collaborate with Director, Strategic Programming and Events and event owners (e.g., fundraisers, Institute program directors, External Affairs team, and contracted event team) to define individual event goals and objectives.
  • Work with stakeholders to reach consensus on plans and support to move forward.
  • Develop operational plans and budgets that ensure a well-executed line of work, including:
    • Action steps for event development and execution;
    • Key milestones;
    • Resource requirements (including staff, consulting, technology, marketing, etc.);
    • Budgets;
    • Key outcome measures and process to collect, report and evaluate;
    • Risk management; and
    • Critical success factors.

Event Oversight and Measurement

  • Work with Director, Strategic Programming and Events to oversee all aspects of event design, logistics, and execution for the Engage public-programming events.
  • Oversee all coordination of George W. Bush Foundation Board of Directors Meetings and events; includes travel logistics for board members and working alongside the CEO’s office.
  • Oversee all aspects of event design, logistics, and execution, including:
    • Manage the invitation process, collaborate across various teams for invitation execution, and facilitate invitation design and production, registration page content, and RSVPs.
    • Coordinate arrangements with all vendors and track expenses.
    • Manage speaker and guest travel and lodging logistics.
    • Create vision and design for events, within budget limits.
    • Manage the overall schedule, including Run of Show and Production Schedule, and communicate with all participants for approval.
    • Negotiate best pricing with vendors; review and adhere to contracts provided.
    • Monitor event financials, including projected revenue and expenses.
    • Work with the External Affairs team to articulate key messages for specific target audiences.
    • Ensure that all event collateral, program content, visuals, and web efforts are on-message and on-brand.
    • Create seating documents and floor plans in Social Tables software.
    • Create and assemble event materials and collateral, including lists, nametags, place cards, table tents, etc.
    • Generate guest correspondence, including pre-event logistics emails.
    • Facilitate the payment of event-related invoices and participant reimbursements.
    • Recruit and manage staffing and event volunteers, including overseeing the volunteer database and communications.
    • Manage logistics on-site, including event production, staffing, seating, security, quality control and load-in/load-out.
    • Follow-up with event attendees and other key stakeholders after the event; close out financials.
  • Assist planning various staff events, as necessary.
  • Provide general event support to team members across the organization and Brigade Events (extension of the events team that is managed by the Director, Strategic Programming and Events).
  • Continuously monitor and report on event progress compared to defined objectives and outcome measures, operational and financial progress to broad set of stakeholder groups.
  • Lead efforts to resolve problems, influence action, inspire teamwork, remove barriers, create innovations, re-design processes, and re-think approaches in order to achieve program goals and strategic objectives.
  • Manage Event Operations inbox and provide a high level of customer service.
  • Perform general office duties, special projects and other tasks as needed/assigned.

Knowledge, Skills and Abilities

The qualified candidate will possess (a/an):

  • Bachelor’s degree.
  • Minimum of five years of event planning experience.
  • Proficiency with Microsoft Office; particularly Microsoft Excel.
  • Experience with Social Tables preferred.
  • Commitment to the vision and mission of the George W. Bush Foundation.

Additionally, the qualified candidate will:

  • Keen eye for design aesthetic.
  • Possess superior verbal and written communication skills.
  • Demonstrate strong attention to detail.
  • Be able to maintain regular, dependable attendance in the building.
  • Participate with a make-it-happen spirit and a collaborative style.
  • Ability to work closely and collaboratively with team members.
  • Be able to travel periodically.
  • Be willing to work irregular and sometimes long hours as well as some weekends.
  • Be able to withstand long periods of standing and/or walking; be able to lift up to 30 lbs.

The George W. Bush Presidential Center is an Equal Opportunity Employer and encourages candidates of all backgrounds to apply for this position.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 30 pounds. While performing the duties of this job, the employee is frequently required to sit stationary at a desk and use computer equipment.

 

Position:              Manager, Event Operations

FLSA Status:       Exempt

Reports to:          Director, Strategic Programming and Event Operations

Department:        Operations

Division:              Event Operations

Application Instructions

To apply, please go to the website, www.bushcenter.org, and click on "About" at the bottom of the page. Then click on "Careers". You will be redirected to our employment site, where you can submit an online application to the position.

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