Events Manager

Overview of ACLS

Formed a century ago, the American Council of Learned Societies (ACLS) is a nonprofit federation of 79 scholarly organizations.  As the leading representative of American scholarship in the humanities and interpretive social sciences, ACLS upholds the core principle that knowledge is a public good. In supporting its member organizations, ACLS utilizes its $170 million endowment and $36 million annual operating budget to expand the forms, content, and flow of scholarly knowledge because we value diversity of identity and experience.  We collaborate with institutions, associations, and individuals to strengthen the evolving infrastructure for scholarship.  In all aspects of our work, ACLS is committed to principles and practices in support of racial and social justice.

ACLS’s strategic plan outlines four strategic priorities: encouraging scholars and scholarship responsive to diverse audiences; strengthening relationships among our core constituencies within the academy and our partners beyond the academy; lifting the public profile of humanistic knowledge; and empowering staff and partners to work responsibly and inclusively.

Job Summary

The events manager, with support from the events coordinator, will be responsible for the vision, planning and execution of ACLS’s virtual and in-person large events and meetings, including but not limited to the Annual Meeting, public events, board meetings, member society meetings, and workshops and convenings with fellows and other constituents. This role will collaborate with departments across the organization to manage all event and meeting logistics that engage ACLS staff, fellows and grantees, constituencies and partners, and public audiences both within and beyond the academy.

Responsibilities include but are not limited to: 

• Organize a workplan for each event to establish timelines, staff roles, and deliverables, including success metrics and progress benchmarks
• Oversee contract negotiation with venues and vendors, including evaluation of services and proposals, and evaluating long term partnerships as needed
• With support of the event coordinator, work closely with department managers and support staff to manage the logistics for on- and off-site events and meetings: help set up and manage the events; coordinate and communicate travel arrangements for attendees; order, receive and set up catering; answer inquiries from attendees and staff; prepare conference rooms for meetings; providing on-site support and coordination at large events
• Create, update, and distribute clear run of show and other internal event materials for staff, partners, and participants (panelists, special guests, etc.)
• Develop, document, and continually refine models for different types of ACLS events that can be replicated and scaled as needed
• Collaborate with Communications and program managers to plan for and prepare event materials, signage, and outreach
• Collaborate with IT, Facilities, and related vendors to ensure that technology and operational needs are met for each event
• With support from the events coordinator, oversee implementation and management of COVID event protocols, including vaccination screening, testing, and safety measures, as needed and in accordance with ACLS COVID policies
• Oversee the day of event management, including but not limited to assigning staff to roles, preparing for and troubleshooting technological and logistical needs, serving as main point of contact for run of show
• Develop and maintain event registration processes using CRM and event management system (CVENT)
• Establish and maintain professional relationships with event vendors and partner organizations related to events
• Continually research vendors and develop processes to assist with event project management and to create engaging virtual and hybrid events
• Identify trends in event technology and collaborate with other operational divisions (IT, Communications) on implementation

• Identify and implement best practices for virtual, in-person and hybrid events
• Work with Finance on vendor contracts and payments

Qualifications:

• 4-5 years of event management experience or significant experience with event assistance, ready to take the next step

• Strong project management, multi-tasking, and prioritization skills; ability to anticipate potential needs and challenges; extremely detail oriented
• Experience working with hotels and event venues, including negotiating and managing contracts
• Experience with event coordination technology, including event management software (CVENT), online registration platforms, Zoom and other event and presentation platforms, and registration and survey systems (Survey Monkey, Mailchimp)
• Excellent technical skills, proficiency with Microsoft Office Suite and high-level experience with Zoom (and other related technologies) and understanding of and ability to execute virtual and hybrid events
• Ability to quickly pivot and improvise if unexpected changes arise
• Ability to work across departments to communicate needs and achieve objectives
• Flexibility to travel domestically for events
• Excellent problem-solving, oral and written communication skills
• Experience with event management in a non-profit setting is preferred
• Experience with customer relationship management (CRM) software strongly preferred

Office policy and salary:

• ACLS is operating on a mostly remote schedule, but will require in-person presence in our office in Manhattan up to 2-3 times per month, with advance notice. Staff are expected to be available during ACLS’s normal hours of operation, from 9am-5pm ET.

• Candidates will be required to show proof of being fully vaccinated (including booster) against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for exemptions to this requirement in accordance with applicable law.

• Salary range: $70,000 - $90,000