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Manager, Events - WorkRise (Office of Communications)

Urban Institute

Urban Institute

Administration, Marketing & Communications
Washington, DC, USA
Posted on Tuesday, October 3, 2023

About Urban Institute

At the Urban Institute, we believe in the power of evidence to improve lives and strengthen communities. As a nonprofit focusing on social and economic policy, our researchers and policy entrepreneurs open minds, shape decisions, and identify transformative solutions to the most pressing issues of our time.

Our Mission

To open minds, shape decisions, and offer solutions through economic and social policy research.

Our Values

Collaboration, Equity, Inclusivity, Independence, and Integrity

For more information on the Urban Institute, please visit https://www.urban.org.

The Opportunity

We are seeking a high-energy, detail-oriented individual with proven experience in advance, logistics, and event planning to join our Events Team. The Events Manager will be dedicated to WorkRise, a research-to-action network hosted by the Urban Institute to create a more equitable and resilient labor market for low-wage workers, and will work closely with the initiative’s core team to coordinate and execute working meetings, private convenings, and public events held in Washington, DC and throughout the country. The Events Manager will report to the Senior Manager, Events and will also support planning and logistics for other Urban Institute events, as assigned. Travel is required.

What You’ll Do:

  • Manage and execute on all logistical details related to in-person, hybrid, and virtual events, such as working meetings, private convenings, and public events
  • Serve as part of the WorkRise team by participating in planning meetings, making recommendations on program strategy and event-related work, and ensuring that meeting and event details are aligned with the project’s strategic goals
  • Serve as member of the Urban events team, carrying out duties according to Urban’s Events guidelines and best practices and managing planning and logistics for other Urban-hosted events, as assigned
  • Collaborate with the WorkRise team to develop event and meeting programming, agendas, and runs of show for WorkRise convenings
  • Coordinate and engage with external partners and organizations in the WorkRise network to host or participate in WorkRise events, and provide scheduling support to secure outside facilitators and speakers, as needed
  • Manage meeting/event venues and space rentals, and all associated logistical details, to include contract negotiations, billing, catering, room set up, and audio/visual requirements
  • Locate and arrange hotel accommodations and manage travel arrangements for event participants, speakers, and staff, including tracking hotel room bookings and reimbursements for travel-related expenses
  • Coordinate ground transportation both to and from airports and to and from site visits and meeting venues
  • Draft, review, and manage the design, production, shipping and handling of digital and printed materials and collateral for events such as program books, agendas, name tags, table tents, and signage
  • Coordinate requests for additional communications support for design, marketing emails, social media posts and other marketing materials as needed
  • Manage processes for developing, distributing, and tracking invitations, advance registration and onsite sign-in for WorkRise events
  • Develop and monitor project budgets for meetings and events in collaboration with the core team
  • Track metrics to measure performance and report on progress toward the initiative’s convening goals and deliverables to include event attendance
  • Support other communications and events activities as assigned

Who You Are:

The successful candidate will:

  • Minimum 4-6 years of experience in program management, advance, logistics, or event planning, preferably at a policy-related or political organization
  • B.A. or B.S. in communications, public affairs, public policy, marketing, or related field (preferred)
  • Proven track record in project management with ability to manage multiple projects at once while ensuring impeccable attention to detail
  • Excellent verbal and written communication skills, including proofreading
  • Diplomatic personality and ability to manage relationships with all levels of staff, external stakeholders, and vendors
  • Demonstrated commitment to providing superior customer service to both internal customers and external audiences
  • Experience in site selection, travel logistics, budget monitoring, food and beverage selection, and onsite meeting management
  • Familiarity with economic and social mobility, poverty alleviation, or similar areas helpful
  • Excellent verbal and written communication skills, including proofreading
  • Ability to work independently as well as part of a team
  • Proficiency with all Microsoft Office software
  • Experience using Zoom, Microsoft Teams, or another virtual meeting platform preferred.

What You’ll Experience:

No matter your role with Urban, you will contribute to meaningful work that makes a difference for people and communities across the country. And whether you call the Washington, DC area or elsewhere home, you can expect to be part of a welcoming and hybrid workplace. We are committed to cultivating a community and working in a manner defined by collaboration, equity, inclusivity, independence, and integrity.

Urban’s greatest asset is our people.

The target salary range for this position is Min $65,000 – Max $95,000. Salary offered is commensurate with experience and considers internal equity. Candidates from diverse backgrounds are strongly encouraged to apply. Salaries are just one component of Urban Institute’s total compensation package. Urban is committed to supporting our staff’s physical, emotional, and financial well-being through a robust benefits package for yourself, eligible dependents, and domestic partners.

It includes generous paid time off, including nine federal holidays, medical (including prescription), dental and vision insurance, and transit benefits. Urban is unique in that we offer 403(b) retirement plan participation immediately after you’re hired and a generous employer contribution after six months of service and 500 hours, with immediate vesting. You’ll also have access to a health advocate, personal finance coaching, an Employee Assistance Program, and educational assistance for undergraduate and graduate degree programs. This position is based in Washington, DC and will be required to work onsite, based on the schedule of events. Some remote work may be possible.

With the conclusion of the government-issued COVID-19 national public health emergency, Urban has updated our COVID-19 safety guidelines. All Urban Institute employees working from our onsite location must be fully vaccinated against COVID-19 and comply with any masking requirements. Fully vaccinated is defined as receiving the primary series of US approved COVID-19 vaccinations (Pfizer-BioNTech, Moderna, Novavax, Johnson & Johnson’s Janssen) with the addition of at least 1 COVID-19 booster.

Employees who are working onsite may request exemption from the COVID-19 vaccination requirement based on a medical condition or a sincerely held religious belief that prevents them from being vaccinated. Where such an exemption is approved, Urban will discuss potential accommodation with the employee. These guidelines do not apply to employees who are teleworking or other offsite staff.

The above statements are intended to describe the general nature and level of the work being performed by the people assigned. This posting is not an exhaustive list of all duties, responsibilities, and requirements. Urban management reserves the right to amend and change duties, responsibilities, and requirements to meet business and organizational needs as necessary.

The Urban Institute is an equal-opportunity employer and is committed to a diverse and inclusive workplace. All qualified candidates will receive consideration without regard to race, color, religion, national origin, gender or gender identity, age, marital status, personal appearance, sexual orientation, veteran status, pregnancy or family responsibilities, matriculation, disability, political affiliation, or any other protected status under applicable law. The Urban Institute is an Equal Opportunity/Affirmative Action Employer Minorities/Women/Disabilities/Veterans.

The Urban Institute has formally recognized the Urban Institute Employees’ Union, which is part of the Nonprofit Professional Employees Union (NPEU). Urban management and the Union work together in good faith and are motivated by a shared commitment to this institution. This position is included in the Union-represented collective bargaining unit, and specific employment terms and conditions are subject to collective bargaining negotiations.