Dayton, OH - Full Time - Posted November 8, 2024
The Center for Homeland Defense and Security Executive Education Program is seeking an experienced, self-motivated, and team-oriented event management professional with at least three years of event management and hospitality experience.
The ideal candidate thrives in a culture of high standards, exhibits a keen attention to detail, and is adaptable in real-time circumstances. The position requires excellent interpersonal skills, a respectful, clear, and concise communication style, and the ability to uphold the integrity and values of the Center for Homeland Defense and Security in every interaction. As regular travel is a primary requirement of the role, candidates must be willing to travel up to 50% of the time (e.g., up to two weeks a month).
The Naval Postgraduate School Center for Homeland Defense and Security (CHDS) has been the nation’s premier provider of Homeland Security education since 2002. Housed within CHDS, the Executive Education Program offers customized homeland security seminars, symposia, workshops, and short courses for senior elected officials, government agencies, and related organizations nationwide. Executive Education offerings/events are hosted on the Naval Postgraduate School campus in Monterey, California, and around the country.
The Event Manager coordinates and oversees 20+ diverse events annually throughout CONUS and OCONUS, ranging from small boardroom discussions and half-day executive seminars to large multi-day conferences with hundreds of participants and executive-level speakers. As such, Event Managers can expect to be away on travel for 2-6 days per event on average or up to 2 weeks each month (i.e., separately calendared events lasting 2-6 days per destination). While most travel will take place during business days, candidates must be willing to travel on occasional weekends and holidays.
Venue and Contract Management:
• Create detailed Requests for Proposal (RFPs).
• Conduct thorough market research for event venues, materials, or services (e.g., catering, AV, equipment rental).
• Review and evaluate vendor proposals to determine fair market value.
• Negotiate and execute contracts on behalf of the Program Manager.
• Design venue diagrams and room setup.
• Manage banquet event orders (BEOs).
• Review and approve final vendor billing
Event Management:
• Generate and manage event budgets
• Provide complete on-site event management support from start to finish
• Produce event invitations and track online registrations
• Oversee meeting space setup and vendor services
• Coordinate event rehearsals and hot washes
• Create and review event surveys
• Input and maintain online database documentation
• Discern event management next steps to self-impose deadlines accordingly
Professional Communication:
• Serve as program liaison to CHDS Program Leads and/or elected officials’ offices before, during, and after event delivery.
• Maintain high levels of professional engagement when interfacing with CHDS leadership, guest speakers, senior officials, and event participants.
• Ensure the Project Lead is properly briefed throughout the event planning process and is read in on all aspects of the venue that may impact the event's objectives.
• Communicate with the CHDS team, speakers, and participants to provide and reinforce travel guidance
Procedure and Policy Adherence:
• Follow standard operating procedures (SOPs) closely throughout the event management process.
• Evidence knowledge of CHDS contractor purchase procedures through correct creation of event budget items
• Manage event budgets, generate final expense reports, and closely review and reconcile event invoices.
• Demonstrate understanding of and practice strict adherence to Joint Travel Regulations (JTR)
• Review and process team travel expenses after the event’s conclusion
• Material Creation, Review, and Management:
• Review and edit seminar presentations and agendas
• Print and assemble seminar materials (e.g., handouts, table tent cards, name badges)
• Coordinate shipment of materials to the event location
• 3+ years of event management experience
• CMP Certification preferred
• Familiarity with government travel regulations
• Experience in report-writing and graphics software
• Willingness to work on occasional evenings and weekends
Bachelor’s Degree in Business, Hospitality, or related field
• A trained eye for high-quality event execution
• Proficiency in all Microsoft Office applications
• Proficiency in virtual engagement tools (e.g., Zoom, Mentimeter, Survey Monkey)
• Adapts easily to established processes and new platforms, databases, and tools
• Demonstrates high-level organization and sharp attention to detail
• Ability to work effectively with minimal supervision
• Completes assigned tasks with a sense of initiative and urgency
• Displays the ability to anticipate needs and instinctively solve problems
• Ability to efficiently prioritize competing deadlines across multiple projects
• Possesses high emotional intelligence
• Demonstrated success in working with colleagues and superiors while maintaining a team-focused approach
• Professional, confident, and polished communication skills (both verbal and written)
• Strong hospitality, customer service, and professional engagement expertise
• Experience in supporting executives, government officials, and/or other senior leaders
• Ability to adapt to the environment from casual to formal and align your presence as needed
• Demonstrated humility and openness to discerning cultural sensitivities and accommodating unconventional priorities concerning tribal and territorial partners
Competitive salary
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
We recognize that people come with a wealth of experience and talent beyond just the technical requirements of the job. If your experience is close to what you see listed here, please still consider applying. Diversity of experience and skills combined with passion is a key to innovation and excellence; therefore, we encourage people from all backgrounds to apply to our positions. Please let us know if you require accommodation during the interview process.
Creek Technologies Company is proud to be an equal opportunity emploter that is committed to diversity and inclusion in the workplace. Creek Technologies considers all applicants for employment without regard to race, color, sex, sexual orientation, gender, gender identity, age, religion, nation origin, pregnancy, child or spousal support withholding, disability, marital status, genetic information, citizenship/immigration status, military/veteran status, or any other status protected by federal, state, or local law. Creek Technologies makes hiring decisions based solely on qualifications, merits and business needs at the time. Upon request, Creek Technologies will reasonably accommodate applicants with a disability who need accommodation during the application process, unless accommodation creates an undue hardship for the company.