Event Manager

Position Summary

The Event Manager ensures seamless execution of a wide range of organizational events by providing critical operational and logistical support to the events function. This role contributes to event planning and delivery, with a primary focus on coordination, organization, and detail management.

The Event Manager will plan and execute assigned events while also supporting complex or high-profile convenings led by the Manager of Event Operations. This role plays a key part in managing day-to-day logistics, maintaining systems and processes, and ensuring accuracy across all event details.

Due to the dynamic and often unpredictable nature of event planning, this position requires flexibility, strong organizational skills, and the ability to handle multiple priorities.

Key Responsibilities

Serve as primary contact for a variety of events, overseeing logistics and execution from planning through completion
Assist the Manager of Event Operations on high-profile or complex events by coordinating logistics and ensuring detailed follow-through
Arrange and oversee event details, including travel, accommodations, transportation, signage, displays, audio-video equipment, special needs requirements, printing, event security, name badges, and participant communications
Provide quality control by reviewing event materials and logistics to ensure accuracy and completeness
Partner with internal teams and external vendors to facilitate successful event delivery

Operational Support

Responsible for event-related tasks, including scheduling, tracking, reporting, and documentation
Maintain and update event management systems (e.g., Monday.com, Cvent) to ensure accurate and timely information
Track event budgets and expenses by populating and maintaining planning tools
Plan internal events such as staff lunches (in Dayton and DC) and end-of-year gatherings
Coordinate and arrange travel, including group and international travel logistics

Team Collaboration and Flexibility

Work closely with the Senior Event Operations Manager to divide responsibilities across events based on priorities, timelines, and team capacity
Provide cross-event support during high-volume periods to ensure continuity and quality
Adapt quickly as new events or priorities emerge, stepping in to support the overall events portfolio
Contribute to a collaborative team approach where roles may shift depending on event complexity and workload

Hospitality and Participant Experience

Foster a welcoming, service-oriented experience for all event participants
Anticipate needs and respond proactively to create a positive experience for guests and partners
Support logistics for VIP and high-touch experiences

Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.

Vendor and Relationship Support

Manage vendors and service providers to ensure logistics are executed as planned
Support vendor communications and relationship management

Provide guidance to event staff, volunteers, and contractors as appropriate

Skills and Abilities

Demonstrated experience with building relationships across an organization and working effectively with different internal teams as well as external partners and vendors
Strong organizational skills and the ability to manage multiple projects simultaneously
High attention to detail and commitment to accuracy
Advanced proficiency in Microsoft Excel and strong technical proficiency across Microsoft Office applications (e.g., Outlook, Word, PowerPoint, Teams), and Zoom
Experience with event management tools such as Cvent and/or Monday.com
Strong written and verbal communication skills
Ability to remain flexible, adapt quickly, and stay organized in a fast-paced environment
Demonstrated problem-solving skills and ability to think on your feet
Demonstrated budget management experience
Calm and professional demeanor under pressure
Experience managing travel logistics, including group or international travel, is a plus
Experience working with vendors and supporting negotiations is a plus

Education and Experience

Bachelor's degree preferred; minimum of 5 years of experience in event coordination, event operations, or a related field; or an equivalent combination of education and experience

Travel Requirements

Frequent, short-term travel to our Washington, D.C. office will be required.
Ability to travel as needed based on event schedule and event location.

Physical Requirements

Ability to sit/stand for periods of time
Ability to lift at least 25lbs

Hybrid

This position is based at the Dayton, OH office. Hybrid option allows for 3 days in the office at minimum, up to 2 days remote.

The Charles F. Kettering Foundation is committed to equal opportunity and embraces diversity in the workplace. The Foundation actively encourages applications from women, individuals of diverse racial backgrounds, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws. We strive to create an inclusive work environment where employees thrive based on their personal merit, qualifications, experience, abilities, and job performance.