Manager, Events

Manager, Events  

• Department: Events
• Type: Full time
• Start Date: Immediate
• Hours: 40
• Location: Remote. HQ: 742 N. LaSalle Dr., Ste 300, Chicago, IL 60654.

Summary:  

Greenheart Exchange is seeking an individual with previous event planning and project managing experience as an Event Coordinator. The primary responsibilities of this position include project managing events across the organization, working closely with our event brokerage, building relationships with hotels and F&B options, keeping our planning on track and organizing the budget.  

The Event Coordinator reports to the Vice President of Marketing and High School Programs and is responsible for planning and executing various domestic and international conferences and meetings hosted by Greenheart every year. Some of the event examples include Work & Travel Conference, High School Programs Conference, Grant & Field Leadership Conference, All Staff Meeting, host visitations, and more.   

About Greenheart: 

Greenheart International is a 501(c)(3) nonprofit committed to connecting people and planet to create a more peaceful and sustainable global community. Greenheart encompasses Greenheart Exchange (in-bound exchange programs for students, intern/trainees, and teachers coming to the USA) and Greenheart Travel (outbound exchange programs for adults and teens). We achieve our goals through a unique set of programs and initiatives fostering cultural exchange, volunteerism, personal development, and environmentalism. 

Some things you’ll do as Manager, Events: 

• Manage the planning of Greenheart’s large-scale events and important meetings
• Act as Project Manager for said events through committee-like teams from various departments
• Work with event management locations and companies (as applicable) to create request for proposal (RFP), analyze proposals, work through the contracting process, then plan event details  
• Work with a travel management company to create travel perimeters and manage travel bookings, both domestic and international 
• Create event budgets and track expenditures 

• Keep the relevant stakeholders aware of progress 
• Anticipate risk and scope creep for events, and mitigate
• Create post-event reports, which includes points for improvement, as well as submitting expense reports 
• Continuously assess event planning processes, identify areas for improvement, and thoroughly document procedures to enhance efficiency and achieve success.
• Attending events, as applicable. Note that attendance at all events is not required, nor expected. 
• Perform general office tasks such as answering phones, supporting colleagues across the organization, and assisting with administrative needs.
• Other duties - Perform additional tasks and responsibilities as assigned to support the team and the organization’s objectives.

Qualifications the ideal candidate has: 

• Experience in Event Planning: At least 3 years of experience in event planning required.
• Experience in Project Management: Due to the nature of Greenheart’s planning structure, we will require someone with some experience in project management.
• Exceptional Customer Service: Proven ability to provide outstanding customer service, communication, and interpersonal skills, with a particular emphasis on thriving in a multicultural and diverse environment.
• Advanced Communication Skills: Strong written and verbal communication skills, capable of conveying ideas clearly and professionally across various channels.
• Critical Thinking and Problem Solving: Demonstrated ability to think critically and solve complex problems independently while maintaining a proactive and resourceful approach.
• Meticulous Attention to Detail: Ability to manage multiple priorities, meet strict deadlines, and ensure accuracy in tasks with high attention to detail.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with the ability to create, format, and manage professional documents, spreadsheets, and presentations.
• Organizational Skills: Proven ability to manage email correspondence, calendar scheduling, and task prioritization effectively using Microsoft Outlook and Microsoft Suite
• Adaptability and Teamwork: Note that this is the sole events-only position for the organization. This will require the candidate to be highly adaptable, flexible, and capable of working in diverse, cross-cultural teams, contributing to a collaborative and dynamic work environment.
• Continuous Learning Mindset: Eagerness to embrace new challenges, demonstrate a proactive attitude, and acquire new skills as needed.
• Familiarity with Budget Planning: This role will require budget creation and maintenance. Some experience in this is a must. 

• Access to Internet
• Potential to travel domestically (U.S.) and internationally
• Live in Chicagoland area: Many events take place here

Benefits:  

• Full-Time position with benefits 
• Working remotely  
• Travel opportunities   
• Work with a purpose and impact  

Compensation:  

• Salary commensurate with experience 
• Excellent benefits package, including health and dental insurance, PTO and time off for volunteering 

To Apply: 

Sound like the perfect fit? Tell us WHY by clicking “Apply Now.” A cover letter is required for your application to be considered. 

Due to the number of applications processed, we ask that you do not call Greenheart International regarding this position. All qualified applicants will be contacted. Thank you! 

Greenheart International is an Equal Opportunity Employer that does not discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, gender identity, genetic information, sex, marital status, disability, or status as a U.S. veteran.