Events Specialist

POSITION SUMMARY:

Reporting to the Director of Events and Community Outreach, the Events Specialist plays a crucial role in fulfilling the mission of TPT. The Events Specialist serves as a convener and facilitator, engaging our audiences both in person and virtually. This role requires a proactive, forward-thinking approach, the ability to partner and strategize with leaders, organize people, logistics, and information, and ensure TPT values are at the forefront of every touch point. This role is one of two Event Specialists who collaborate on all events, alternating between lead and support roles for each event.

Compensation: $60,000 - $70,000 annually (depending on qualifications) in addition to company provided benefits.

Hybrid Work Environment: Candidates must live in or be willing to relocate to the Twin Cities Metro area and report to onsite office three days per week.

MAJOR AREAS OF RESPONSIBILITY:

Both Internal & External Events:

• Act as a key point-person for events in our organization. Assist with events staff and contractors and attend all organization events as assigned.
• Facilitate efficient and effective planning and meetings for events.
• Create best practices, templates, timelines, policies, and procedures to ensure intention and structure for TPT event planning.
• Support partnerships with internal TPT departments in event planning, setup, execution, and cleanup.
• Assist with ensuring all internal TPT departments receive needed events support.
• Assist with managing external vendors.
• Assist with budget management for assigned events.
• Maintain detailed files, contacts, and other shared information and systems.
• Coordinate logistical aspects surrounding events, such as creating event plans, planning promotion materials, event flow and staffing, food/beverage, decor and rentals, managing staff, vendors, consultants, and volunteers assisting with events, ticketing, and merchandise sales.
• Assist with conducting site visits to find appropriate and cost-effective venues.
• Assist with creating scripts and schedules for event programs.
• Assist with creating post-event recaps.

Strong Team Collaboration:

• Work closely with fellow Events Specialist, alternating between lead and support roles for each event to ensure seamless execution and mutual support.
• Demonstrate exceptional teamwork skills by actively contributing to a positive team environment.
• Work collaboratively with colleagues across departments to achieve common goals, support team members, and foster a culture of mutual respect and cooperation.

External Event Coordination (40% of time):

• Examples: TPT's Booth at the Minnesota State Fair, Be My Neighbor Day, screenings, and other local events both community and content-driven.
• Assist with planning, logistics, and execution of events.
• Communicate with internal and external clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.

Internal Event Coordination (40% of time):

• Examples: All Staff Meetings, other Staff Events, Donor Events, and Member Events.
• Assist with planning, logistics, and execution of internal TPT events.
• Collaborate with colleagues and internal TPT departments to manage deliverables.
• Communicate with internal clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.

Volunteer Management (15% of time):

• Co-Manage a pool of volunteers.
• Create and manage volunteer postings.
• Develop and conduct volunteer orientation and training.
• Ensure volunteers are staffed to support both on-site and off-site events & activities.
• Utilize the most efficient procedure for volunteers.
• Maintain accurate records and provide timely statistical and activity reports on volunteer participation.
• Communicate with internal departments regarding volunteer requests and management of the volunteer pool.

Other duties as assigned (5% of time):

• Participate as an active member of the MarComm Team. Contribute to shared goals and collaborate with colleagues across all departments on the achievement of priorities.
• Cultivate a fun, engaging, and balanced work environment.
• Other duties as assigned.

QUALIFICATIONS:

Required Experience

• 4 years of previous project management experience.
• 4+ years of experience working in live and virtual events.
• A self-starter with strong ability to take initiative and work independently.
• Ability to recognize and respond quickly and professionally to any unexpected situation.
• Ability to work outside traditional business hours -night and weekend time required.
• Exceptional attention to detail.
• Exceptional communications and organizational skills.
• Must have strong creative problem-solving skills.
• Must be capable of multi-tasking and managing numerous projects simultaneously.
• Ability to coordinate and mobilize others.
• Must have reliable transportation.
• Must pass background check for driving a TPT-owned vehicle.
• Must have ability to safely lift and carry approximately 25lbs.

Preferred Experience

• Bachelor's degree in Hospitality, Theatre, Stage Management, Event Management or other related fields.
• 1+ years of experience working with volunteers.
• Experience with high-end, formal events.
• Experience with community events.
• Experience with family/children events.
• Experience working with Food and Beverage service.
• Experience/expertise with audio-visual equipment and technology.
• Experience with AirTable, Better Impact, Eventbrite, RSVPify, Better World, Word Press, Canva and/or Engaging Networks software systems.

Knowledge, skills and abilities:

• Strong computer skills: Microsoft Office Suite - Outlook, Word, Excel, OneDrive, Teams, the Adobe Creative Suite.
• Strong focus on audience and end user needs.
• Strong organizational and time management skills.Able to multitask in a fast-paced, time sensitive production environment.
• Strong budget and financial management skills.
• Excellentoral and written communication and interpersonal skills.
• Ability to work collaboratively and communicate effectively with all team members across multiple departments.
• Ability to travel to locations in the greater metro area on a frequent basis. Occasional travel out of the state.
• Represent TPT with courtesy and professionalism.
• Commitment to advancing Inclusion, Diversity, Equity and Accessibility (IDEA) priorities within the organization.