Events Manager- Milwaukee

About The Milwaukee Jewish Federation

The mission of the Milwaukee Jewish Federation (MJF) is to ensure the continuity of the Jewish people, to enhance the quality of Jewish life and to build a strong unified Jewish community in Milwaukee, in Israel and throughout the world. MJF does this through the development of community-wide financial support, planning and allocations.

Summary/Objective

The Events Manager is responsible for strategizing, planning, executing, and evaluating impactful events that align with the organization's overall strategies and goals.

Essential Functions

• Support MJF's strategic priorities by creating and executing an annual event plan
• Maintain and develop annual event plans based on event resource needs and will assist in event prioritization and scheduling
• Develop and implement a planning process and project timelines for each event to ensure an efficient and effective event planning process
• Work with event host departments to identify quantitative and qualitative metrics to evaluate the success against department goals
• Serve as MJF's event expert, maintaining expertise in tools and best practices for live and virtual events
• Provide events consultation and guidance to MJF departments
• Manage in-person, and virtual events (meetings, luncheons, small gatherings, community-wide events, visiting delegations, etc.) with a high level of excellence and professionalism
• Using provided collaborative project-management tools, lead or participate in event committees with staff and volunteers
• Coordinate facilities reservations, caterers, other vendors, equipment, physical setup and tear-down, clean-up, and all other event details
• Manage food & beverage, seating, nametags, day of event logistics, and staffing
• Ensure participant satisfaction during events
• Maintain event checklists
• Prepare and track a budget for each event
• Ensure event host departments development of scripts and audiovisual materials for events in collaboration with lay leaders and staff using contract content producers as needed
• Manage vendor relationships
• Develop and maintain strong relationships with strategic partners
• Negotiate contracts and secure required approvals
• Manage guest travel and visitor logistics
• Coordinate and negotiate schedules and agendas with talent/agents
• Manage all logistics including itinerary, travel, hotel, and contracted requests
• Manage event-related business
• Manage speaker, vendor, and venue information in the CRM database
• Ensure invoices are coded correctly and submitted to the Business Services department for payment
• Collect W9s and applicable information from vendors
• Maintain event project files for future reference
• Lead development of event marketing materials
• Work with event host department to determine marketing needs for each event (invitations, programs, etc.)
• Collaborate with marketing team in developing materials, securing approvals and meeting timelines
• Coordinate the development of digital assets for events, including invitations and RSVP forms, landing pages, community calendar listings, newsletter submissions, etc.

Required Experience And Skills

• College degree or equivalent professional certification
• 3-5 years event planning experience
• Strong verbal, written, and interpersonal skills, with ability to communicate professionally to a variety of stakeholders
• Extreme accuracy and proven attention to detail
• Highly organized self-starter, with the ability to prioritize while meeting both short- and long-term deadlines
• Proficiency with Microsoft 365 (especially Excel and PowerPoint), formal document preparation, internet applications and database management
• Proficiency with BaseCamp or other project management platforms
• Experience operating A/V equipment and hosting virtual meetings
• Must have access to reliable transportation for planned and unplanned offsite meetings, and ability to transport event materials

Preferred Experience And Skills

• Knowledge of the Jewish community, including understanding and appreciation of diverse community needs and values preferred
• Experience with email platforms like Constant Contact, payment platforms like GiveSmart, social media, and web contact management platforms like WordPress

Hours And Benefits

• Full-time position requiring a minimum of 38 hours per week
• Typical office hours are Monday-Thursday, 8 am-5 pm, and Friday, 8 am-3 pm
• Majority in-person work, with remote option available 1-2 days per week
• Evening and weekend hours required throughout the year
• 15 vacation days and 7 personal days annually
• 7 federal holidays plus Jewish holidays that prohibit work (typically 11-17 additional paid days off annually depending on the Hebrew calendar)
• Medical, dental and vision insurance
• Paid parental leave
• Health savings and flexible spending accounts
• Short- and long-term disability
• Life insurance
• 401K plan

Work Environment & Physical Demands

• Professional office environment with pleasant working conditions, good lighting and ventilation, and moderate noise level
• Some work conducted offsite at event venues or community settings
• Frequent use of standard office equipment such as computers, phones, photocopiers and filing cabinets
• Frequent computer usage requiring arm and hand dexterity as well as all vision abilities
• Primarily active role requiring ability to lift and/or move 25-30 pounds, usually waist high
• Must be able to travel to community locations for offsite meetings and events, and transport event materials