Event Systems Manager

Chicago, IL

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Job Description

Posted On: October 23, 2015

Team IDEA, the in-house creative services and events department for, is seeking an enthusiastic, creative and passionate Event Systems Manager. Team IDEA’s events team plans and produces a variety of event experiences for internal and external audiences within to engage, interact and strengthen relationships with the brand and various stakeholders within the organization. This position plays an important role with audience integration and how we engage our audiences in our digital and in-person environments. This position will help define new processes, contribute to event engagement strategy and bring new innovation and functionality in building positive energy around our events. This is a unique opportunity to experiment and be creative in the event space as well as foster a collaborative spirit by working with the team in expanding features that transform the way we produce events.

The successful candidate will be a self-starter, who is tech savvy, confident, and enthusiastic with multi-faceted event experience to increase innovation and impact the overall event marketing function.

The ideal candidate will be able to:

  • Seek out and recommend strategic and innovative ways to entertain and engage customers, prospects and other key industry professionals through events and/or event related technology and materials.
  • Proactively research, recommend and contract event technology systems and other outsourced vendors as needed.
  • Attend events to provide on-site direction and execution of logistics for assigned event initiatives.
  • Work jointly with creative services on development of event related materials.
  • Provide high-levels of service, collaboration and thorough attention to detail at events and meetings.
  • Exceed internal/external customer/stakeholder level of satisfaction with event execution and process.
  • Track event expenses, invoices and payments to ensure accurate spend.
  • Reconcile event attendance and provide pertinent information for event ROI analysis.
  • Lead development, implementation plan and necessary stakeholder training for event technology, including registration, websites, and mobile apps.
  • Present and implement opportunities to leverage technologies through the organization for higher level benefit sponsorship and marketing programs.
  • Systematically review individual event needs and technology opportunities with market and marketing team members in order to produce public-facing technology that meets event needs.
  • Drive development of the registration database and online registration forms.
  • Build, maintain and manage registration sites for all meeting & events, including working collaboratively with other departments to obtain necessary information and activation of all event related communications that are deployed from registration sites
  • Standardize and populate weekly pre and post event reporting
  • Create and maintain calendar for all events
  • Collaborate with finance and legal departments on budget approvals and contract processing.

    Required Skills

    Required Skills

  • Advanced project management and process development skills with ability to independently manage projects
  • High level of energy and enthusiasm; desire to go beyond the status quo
  • Self-motivated, with ability to work in a team environment, independently as well as take direction from others.
  • Ability to quickly adapt to and learn new technology interfaces
  • Ability to evaluate systems and solutions with similar features to make best recommendation for specific business needs.
  • Creative vision with ability to articulate and direct creative development to in-house creative team and/or external agencies/vendors
  • Creative problem solver with ability to manage difficult situations and offer valuable solutions
  • Ability to work and thrive in a fast-paced environment, manage multiple projects/events simultaneously and respond to changes in priorities and meet deadlines
  • Meticulous attention to detail with a strong emphasis on thoroughness, accuracy and follow up
  • Must be capable of making on the spot, sound decisions for which there are no written procedures
  • Proven ability to accurately plan and manage budgets, as well as act in the best interest of the business to successfully negotiate contracts, vendor fees, etc.
  • Excellent verbal, written, presentation and interpersonal communication skills
  • Established industry relationships and strong networking abilities to develop new relationships
  • Must have experience on project teams and managing a segment of the project.
  • Assumes and performs other duties and responsibilities not specifically outlined herein, as requested.

    Required Experience

  • Minimum of 3 - 5 years of experience in meetings & events and customer service, specifically in event technology
  • Limited HTML program experience or willingness to learn
  • Event experience or similar registration solution experience required
  • Experience with SaleForce, Marketing Automation platforms, WorkFront or Project
  • Management Solution as well as event technology integration experience preferred
  • Proficiency in Microsoft Office suite; advanced Excel experience required
  • Bachelor’s degree; Business Management & Marketing, Communications, Hospitality/Tourism Management, or equivalent Weekend work may be required. Flexibility and adaptability in schedule is essential
  • Ability to travel to events approximately 30% of the time with increased travel requirements during peak event season.