Photo: David Newman

Special Events Manager

This position will plan and organize events that represent Visit Seattle and our mission. These include, but are not limited to, Partner Connect Events (12 per year), some Seattle Sports Commission events, tradeshow logistics and local large-scale annual meetings. Responsibilities also include the management of registration page setup and management, post-event reporting and invoicing.

 


To apply send cover letter and resume to resumes@visitseattle.org or through our online Career Portal.

List of Essential Job Functions:

  • Negotiate agreements with outside providers and subcontractors to ensure lowest cost and highest quality.
  • Work closely with Director of Special Events, Director of Partner & Visitor Services, Executive Director of SSC and National Account Directors (depending on the event) to define event goals, objectives and specific implementation plans that promote organization’s brand.
  • Source venues, recommend and engage catering, acquire supporting technology and coordinate development of materials to execute a quality event.
  • Represent and deliver service excellence that is in keeping with the organization’s brand.
  • Oversee procurement purchasing and service needs for catering, A/V, security and rental needs for events.
  • Work with Marketing department to development marketing materials and items need to promote and execute events.
  • Develop event reports and distribute as required.
  • Create design and write copy for event invitations, pre-event notifications, follow up surveys and thank you’s, etc.
  • Ensure brand specifications are upheld in design color and copy.
  • Performs other related duties and assignments as required.

 Education, prior work experience and specialized skills and knowledge:  

  • Bachelor’s degree preferred
  • At least 2 years of event planning experience required
  • Hospitality industry experience required with in-depth knowledge of the Seattle hospitality community is a bonus.
  • Must have a keen eye for quality of design for both color and copy.
  • Ability to multi-task, adapt without direction, handle unexpected events, solve problems and manage projects
  • Effective interpersonal skills to foster relationships.
  • Strong hospitality & service-focused approach with both internal and external customers
  • Exceptional communication, organizational and prioritizing skills
  • Demonstrated flexibility and productivity especially under stress
  • Consistently positive attitude and professional demeanor, strong interpersonal skills to handle sensitive situations and confidential information
  • Experience negotiating with hotels, entertainers and other event vendors.
  • Must have experience preparing accurate budgets and effectively managing expenses.
  • Travel is a possible requirement for this position (no more than 15%, both locally and nationally).
  • Advanced knowledge of Microsoft Office products is preferred.
  • Some knowledge of Simpleview CRM is a plus.

 

PHYSICAL DEMANDS:

The physical demands 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.

While performing the duties of this job, the employee is occasionally required to:

  • Stand; walk; sit; use hands to finger, handle, feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
  • The employee must occasionally lift and/or move up to 30 pounds.
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Employee must be able to sit or stand at a desk for up to 8 hours per day.
  • Attends partnership events.  Occasional need to attend outside work functions after hours.
  • Position will require occasional travel, early morning and evening hours.

WORK ENVIRONMENT:

Work environment characteristics 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. While performing most of the duties of this job, the employee may not be exposed to weather conditions. The noise level in the work environment is usually moderate.

Chief Seattle bust in Pioneer Square Photo: David Newman

EQUAL OPPORTUNITY EMPLOYMENT

Visit Seattle is an equal opportunity employer. It is Visit Seattle’s policy that employees and prospective employees be treated with respect and without discrimination because of their age, marital status, race, color, national origin, religion, creed, sex, sexual orientation, veteran status, the presence of any sensory, mental or physical disability, the use of a trained guide dog or service animal by a disabled person, or any other legally-protected status. It is our policy to conform to all applicable laws and regulations affecting all protected classes. It is Visit Seattle’s policy to comply with the Americans with Disabilities Act and other laws prohibiting discrimination against applicants or employees with disabilities. Visit Seattle will provide reasonable accommodations to qualified applicants and employees with known physical or mental disabilities in all the terms and conditions of employment, including the recruitment and hiring process.

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