Helios HR

  • Event Manager

    Job Locations US-VA-Reston
    # of Openings
  • Overview

    Helios HR has been retained to recruit talented Event Managers for a preeminent Alexandria-based organization. Our client brings insights and ideas to audiences around the globe. They connect audiences with speakers in a variety of ways including keynotes, panel discussions and joint presentations, as well as through an array of digital options such as web events and promo videos. 


    Essential Functions

    • Coordinate speaker logistics for every engagement assigned
    • Research and compile background information and create customized briefing materials for speaker participation based on contract data, external research, and details communicated by the host organization and speaker
    • Effectively use the Customer Relationship Management system (CRM) to enter all event, client and speaker information for accurate tracking, reporting and follow-up
    • Review and receive edits and approval for press releases, marketing materials and publications relating to speaker participation, as needed
    • Communicate the requirements and limitations of the speaker to the host organization, including AV requirements
    • Serve as liaison and coordinate special requests by speakers or host organization, including book signings, autograph sessions, conference calls, etc.
    • Review and add travel to sales firm offers for speakers
    • Coordinate the speaker travel, transportation and hotel accommodations with vendors and hospitality organizations
    • Anticipate travel issues, develop contingency plans, and overcome last minute obstacles to ensure the satisfaction of speaker and host organization especially in the area of timelines and accommodations
    • Serve as backup to fellow Event Managers
    • Represent speaker and the client organization for local and occasional out of town engagement as business needs arise
    • Work closely with sales colleagues and host organizations beforehand, onsite, and post-event to aid the sales process and promote future bookings
    • When applicable assist sales colleagues with speaker availability checks and speaker firm offer review and outreach
    • Attend and contribute in department meetings Collaborate with all departments
    • All other duties as assigned


    To be successful in this position, the Event Manager must demonstrate strong communication and problem solving skills. An incumbent must have these traits:

    • Strong sense of urgency and self-motivation
    • Conduct all business with honesty and integrity
    • Ability to apply high levels of diplomacy, cultural sensitivity, and discretion
    • Open to feedback and constructive critique
    • Creativity and willingness to try innovative approaches
    • Strength in relationship building with both internal and external customers
    • Anticipate potential risks and potential trouble spots that would impede the ability to successfully complete events

    The Event Manager must have an unwavering focus on flawless customer service and the ability to manage inbound tasks and build, develop and maintain relationships with customers, speakers and co-workers. An incumbent must be extremely detail-oriented and able to manage multiple competing priorities involving business transactions with time-sensitive details and outcomes. An Event Manager must be willing to learn new information at a constant, rapid pace, have a strong sense of responsibility, self-motivation and flexibility. The Event Manager must function effectively under pressure and make difficult decisions independently and in a timely manner. Additionally, an incumbent must be available for travel to in town and out of town engagements which may include overnight stays, and to be on call 24/7 and work an extended schedule, including weekends and evenings according to demands of his/her workload.


    Essential Skills and Experience

    • BS/BA degree from an accredited university
    • 4+ years professional work experience
    • Experience traveling domestically/internationally for business handling increased demands of a travel schedule while maintaining all other work
    • Proficiency in Microsoft products (Word, Excel, and Outlook) and databases (CRM and Events)
    • Mature, team oriented, self-motivated, dedicated, results oriented
    • Strong analytical and strategic thinking skills
    • An aptitude for technology, media, and Internet-based research and applications
    • Exceptional written, verbal and interpersonal communication skills
    • Experience that demonstrates the ability to multitask and constantly reset priorities
    • Industry experience preferred

    The Essential Functions of this job are representative of those that must be met by an employee to successfully perform this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Functions.


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