Events Specialist

Reporting to the Director of Events and Community Outreach, the Events Specialist plays a crucial role in fulfilling the mission of TPT. This role requires a proactive, forward-thinking approach, the ability to partner and strategize with leaders, organize people, logistics, and information, and ensure TPT values are at the forefront of every touch point.

Compensation: $68,000 to $74,000 annually in addition to company-provided benefits. Candidates must live in or be willing to relocate to the Twin Cities Metro area and report to the onsite office a minimum of three days per week.

About the Role

This role is one of 3 Event Specialists who collaborate on all events, alternating between lead and support roles for each event.

Responsibilities

• Act as a key point-person for events in our organization.
• Assist with events staff and contractors and attend all organization events as assigned.
• Facilitate efficient and effective planning and meetings for events.
• Create best practices, templates, timelines, policies, and procedures to ensure intention and structure for TPT event planning.
• Support partnerships with internal TPT departments in event planning, setup, execution, and cleanup.
• Assist with ensuring all internal TPT departments receive needed events support.
• Assist with managing external vendors.
• Assist with budget management for assigned events.
• Maintain detailed files, contacts, and other shared information and systems.
• Coordinate logistical aspects surrounding events, such as creating event plans, planning promotion materials, event flow and staffing, food/beverage, décor and rentals, managing staff, vendors, consultants, and volunteers assisting with events, ticketing, and merchandise sales.
• Assist with conducting site visits to find appropriate and cost-effective venues.
• Assist with creating scripts and schedules for event programs.
• Assist with creating post-event recaps.
• Work closely with fellow Events Specialists, alternating between lead and support roles for each event to ensure seamless execution and mutual support.
• Demonstrate exceptional teamwork skills by actively contributing to a positive team environment.
• Work collaboratively with colleagues across departments to achieve common goals, support team members, and foster a culture of mutual respect and cooperation.
• Assist with planning, logistics, and execution of external events (40% of time), such as TPT’s Booth at the Minnesota State Fair, Be My Neighbor Day, screenings, and other local events both community and content-driven.
• Communicate with internal and external clients and stakeholders regularly and clearly to facilitate workflow, project planning, and execution.
• Assist with planning, logistics, and execution of internal TPT events (40% of time), such as All Staff Meetings, other Staff Events, Donor Events, and Member Events.
• Collaborate with colleagues and internal TPT departments to manage deliverables.
• Co-manage a pool of volunteers (15% of time), including creating and managing volunteer postings, developing and conducting volunteer orientation and training, ensuring volunteers are staffed to support both on-site and off-site events, and maintaining accurate records of volunteer participation.
• Participate as an active member of the MarComm Team and contribute to shared goals across all departments.
• Cultivate a fun, engaging, and balanced work environment.
• Other duties as assigned (5% of time).

Requirements

• 4 years of previous project management experience.
• 4+ years of experience working in live and virtual events.
• A self-starter with strong ability to take initiative and work independently.
• Ability to recognize and respond quickly and professionally to any unexpected situation.
• Ability to work outside traditional business hours – night and weekend time required.
• Exceptional attention to detail.
• Exceptional communications and organizational skills.
• Strong creative problem-solving skills.
• Capable of multi-tasking and managing numerous projects simultaneously.
• Ability to coordinate and mobilize others.
• Reliable transportation.
• Must pass background check for driving a TPT-owned vehicle.
• Ability to safely lift and carry approximately 25lbs.

Preferred Qualifications

• Bachelor’s degree in Hospitality, Theatre, Stage Management, Event Management or other related fields.
• 1+ years of experience working with volunteers.
• Experience with high-end, formal events.
• Experience with community events.
• Experience with family/children events.
• Experience with Food and Beverage service.
• Experience/expertise with audio-visual equipment and technology.
• Experience with AirTable, Better Impact, Eventbrite, RSVPify, Better World, WordPress, Canva and/or Engaging Networks software systems.

Skills

• Strong computer skills: Microsoft Office Suite – Outlook, Word, Excel, OneDrive, Teams, the Adobe Creative Suite.
• Strong focus on audience and end user needs.
• Strong organizational and time management skills.
• Able to multitask in a fast-paced, time-sensitive production environment.
• Strong budget and financial management skills.
• Excellent oral and written communication and interpersonal skills.
• Ability to work collaboratively and communicate effectively with all team members across multiple departments.
• Ability to travel to locations in the greater metro area on a frequent basis. Occasional travel out of the state.
• Represent TPT with courtesy and professionalism.
• Commitment to advancing Inclusion, Diversity, Equity and Accessibility (IDEA) priorities within the organization.

Pay

$68,000 to $74,000 annually.

Schedule

Hybrid work environment with a minimum of three days per week onsite. Ability to work outside traditional business hours, including nights and weekends.