What are the responsibilities and job description for the Conference and Event Planning Manager position at SIGMA GAMMA RHO SORORITY, INC?

Job Description

Salary : $70-$75k

Position Summary

We are seeking a highly organized and detail-oriented Conference and Event Planning Manager to join our team. This role is responsible for planning, coordinating, and executing internal meetings, conventions, and attendance at external events, ensuring alignment with the mission and goals of Sigma Gamma Rho Sorority, Inc. The ideal candidate will have a passion for event planning, strong project management skills, and the ability to collaborate effectively with diverse stakeholders.

Essential Job Functions

Event Planning and Coordination :

Develop and execute comprehensive event plans, including timelines, budgets, and resource allocation.
Coordinate logistics such as venue selection, transportation, accommodations, and on-site operations.
Partner with internal teams and external vendors to ensure seamless execution.

Budget and Vendor Management :

Create and monitor event budgets, identifying cost-saving opportunities while maintaining quality.

Negotiate contracts with venues, caterers, AV providers, and other vendors to secure favorable terms.

Logistics and Compliance :

Oversee logistical details, including setup, breakdown, attendee materials, and equipment.

Ensure compliance with health, safety, and legal regulations.

Marketing and Communications :

Collaborate with the marketing team to create promotional strategies and event communications.

Manage invitations, reminders, and follow-up messages to enhance engagement.

Attendee Management :

Collaborate with the Registration Chair to facilitate registration processes, including online systems and payment processing.

Provide exceptional customer service to attendees and address inquiries promptly.

Leadership and Training :

Establish standard operating procedures and train staff or planning committees.

Stay updated on industry trends and best practices to continuously enhance event quality.

Required Qualifications

Education : Bachelors degree in Event Management, Hospitality, Business Administration, or related field. A CMP certification is highly preferred.

Experience : Minimum of 3-5 years in event planning and management with a track record of successful execution, including large-scale events of 5,000 attendees.

Required Skills :

Exceptional organizational and project management abilities.

Strong negotiation, communication, and problem-solving skills.

Proficiency in Microsoft Office Suite and event management tools (e.g., Cvent, PassKey).

Familiarity with KPIs and marketing strategies for event management.

Flexibility to travel domestically and internationally as needed.

Ability to lift 15-25 lbs and perform tasks requiring bending, reaching, or repetitive movements.

Physical requirements : Required frequently : sitting, repetitive hand and wrist movements, bending, reaching and the ability to lift at least 15-25 lbs. Long periods of computer work are also required.

Remote / Hybrid Work Schedule Requirements : M-F 8 : 00 5 : 00 PM and special events or conferences as needed. Candidates must be available during company core business hours and available to travel as needed for special events.

Company Benefits :

Medical, Dental, Vision & Life Insurance

Company-paid Short-Term, Long-Term, and Life Insurance

Simple IRA Retirement w / match

Flexible Spending Account

Technology Stipend

12 Paid Holidays

Generous Paid Time Off

Annual Performance Pay Increases

Training and Professional Development

Sigma Gamma Rho is an equal opportunity employer and offers equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, marital status, genetic information, and other protected class characteristics. For more information about our organization, visit : https : / / www.sgrho1922.org /

Salary : $70,000 - $75,000

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Conference and Event Planning Manager

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