We are looking for a highly organized and adaptable Events Program Manager to plan and manage a broad range of events — team buildings, meetups, celebrations, offsites, and other employee or stakeholder events as they arise. This role owns event budgets and vendor relationships end-to-end, works from clear frameworks and processes to stay organized under shifting priorities, and uses AI tools to work more efficiently across planning, communication, and reporting.
Responsabilități
Responsibilities
Event Management
Plan and execute a wide range of events (team buildings, meetups, catering orders, celebrations, offsites, and other event types as needed), adapting the approach to each event’s scale and purpose.
Build and maintain the events calendar, coordinating timing and resources across multiple events.
Coordinate venue, catering, and logistics for each event, from kickoff to wrap-up.
Budget & Vendor Management
Own the events budget — tracking spend, flagging risks early, and reporting to leadership.
Source, negotiate, and manage relationships with catering providers, venues, and activity vendors.
Evaluate vendor performance and maintain a reliable vendor roster.
Organization & Process
Work from structured frameworks and checklists to ensure consistency and quality across events of different types and sizes.
Anticipate potential risks and changes (vendor issues, scheduling conflicts, last-minute requests) and build contingency plans proactively rather than reactively.
Continuously refine processes and templates based on what worked (or didn’t) in past events.
Efficiency & AI Tools
Use AI tools to streamline planning work — e.g., drafting communications, organizing vendor research, analyzing post-event feedback, or building event timelines.
Identify opportunities to automate or simplify repetitive planning tasks.
Stakeholder Communication
Act as the main point of contact for employees and internal stakeholders regarding event details and logistics.
Gather post-event feedback (e.g., via surveys/NPS) and use it to improve future events.
Design Oversight (Nice-to-Have)
Brief external designers or vendors on event materials (invitations, signage) when needed, ensuring brand consistency.
Hands-on design skills are not required.
Cerințe
Skills & Qualifications
Proven experience in event coordination or event management, across varied event types.
Experience managing event budgets and negotiating with vendors.
Highly organized, with a structured, framework-driven approach to planning and tracking work.
Strong ability to anticipate risks and adapt plans quickly when circumstances change.
Comfortable using AI tools to improve personal efficiency (e.g., drafting, research, analysis, planning support).
Excellent communication skills, comfortable liaising directly with employees and vendors.
Proficient in Microsoft Office Suite and similar tools.
Familiarity with design tools (Adobe Creative Suite) is a plus, not required.
Ability to stay calm and solve problems under time pressure.
