Meeting & Events Manager

About the role

This is an exceptional opportunity for a highly skilled, creative, and self-driven manager to lead the coordination of a diverse portfolio of events and activities. The successful candidate will oversee the planning, executing, and delivering of conferences, webinars, workshops, receptions, and other key events, ensuring seamless execution and a high-quality standard across all initiatives. As a critical member of the UIDP team, the Manager will be responsible for driving strategic planning, coordinating cross-functional teams, and providing leadership throughout the event lifecycle. This role presents the opportunity to engage with industry-leading innovation companies and top-tier research universities, allowing the Manager to make a significant impact while gaining valuable exposure to cutting-edge developments in both the corporate and academic sectors.

Responsibilities

• Lead general coordination of in-person and virtual events
• General logistics management
• Create, update, and maintain current processes and documents
• Professional and positive communication with event hosts, speakers, and staff
• Update conference and workshop agendas
• Create and maintain event registrations using AMS, Cvent, and Smartsheet
• Collect and report registration data across multiple events
• Accurately communicate logistics details to event attendees
• Manage attendee lists and other registration materials
• Monitor registrations and troubleshoot problems throughout
• Respond to general email/phone inquiries about UIDP events
• Provide on-site support at events to include registration management, as needed
• Propose new ideas to improve the experience for our members and other attendees
• Create online invitations and track responses
• Assist with marketing and promotional tasks
• Assist with event-related content creation for promotional email blasts using Cvent
• Maintain accurate email lists for each event
• Other duties as assigned

Qualifications

• Bachelor's Degree in Event Management, Hospitality, Marketing, Communications, Public Relations, Business Administration, or a related field.
• 3-5 years of managerial experience in event planning, project management, or related roles, with a proven track record of organizing successful large-scale events, conferences, or corporate gatherings.
• Proficiency in Cvent event management system
• Hands-on experience with event logistics, vendor management, budgeting, and contract negotiations
• Excellent written, verbal, and interpersonal communication skills
• Strong organizational and time-management capabilities
• Outstanding customer service and member support skills
• Ability to thrive in fast-paced environments while maintaining attention to detail
• Skill at resolving issues quickly and effectively under pressure
• Positive, professional demeanor in all situations
• Proficient with MS Office and spreadsheets, tech-savvy overall
• Quick learner, able to adapt to new tools and technologies
• Self-driven with the ability to multi-task and prioritize effectively
• Independent problem-solver with the ability to work autonomously
• Available for occasional overnight travel