Manager, Event Operations
Asia Society India Centre · New York, United States
- On site
- Full-time
- $75,000 / year
- New York, United States
Job highlights
- Plan, coordinate, execute diverse events.
- Manage event logistics and vendor relationships.
- Ensure client satisfaction and budget adherence.
- Uphold cross-cultural protocol and etiquette.
- Requires flexible schedule, strong organizational skills.
About the role
Manager, Event Operations
Asia Society India Centre is seeking a Manager, Event Operations to join their Development department. Reporting to the Director of Special Events, this full-time position requires 40 hours per week and is exempt with an FLSA status. The compensation for this role ranges from $66,300 to $75,000 annually, and the position is eligible for a full benefits package.
Summary
This role will collaborate with Special Events to plan, coordinate, and execute Asia Society’s internal and external social, educational, cultural, business, and corporate events and functions. Exemplary planning skills enable the manager to make complex arrangements that meet event requirements. The role therefore requires strong interpersonal and front-facing skills to work with programmers, clients, and supporting departments (AV, maintenance, and security) to outline event requirements and exceptional organizational skills in order to coordinate and execute events as related to the organization’s and/or client’s needs, managing the event logistics to ensure a successful event.
This role exhibits excellent customer service skills, an exceptional level of professionalism, and knowledge of cross-cultural protocol and etiquette. This candidate should have the following qualities: diplomacy, organization, and a strong ability to prioritize.
Responsibilities
- Maintain and monitor the institutional event schedule, including such planning tools as monday.com.
- Establish and maintain relationships with vendors and suppliers, including exclusive caterer.
- Manage departmental, interdepartmental, external client communications regarding space rentals and all internal catered events.
- Event planning, coordination, and execution.
- Develop final space rental event logistics plans to support project plans.
- Ensure proper protocol and standards are implemented and maintained.
- Plan for potential scenarios that could impact the integrity of the event.
- Manage execution of event logistics plans to support project plans.
- Manage on-site issues.
- Negotiate with vendors to finalize all contracts.
- Track invoices and collect payments from vendors.
- Event analysis, financial reporting, and track event KPIs.
- Collaborate with internal stakeholders to manage event delivery and pick up.
- Ensure rental events follow local security, Workplace Safety and Health regulations.
- Resolve escalated participants' enquiries regarding the events.
- Review incident summary reports to determine areas of improvement for event safety and security.
- Review vendors based on quotations obtained for provision of goods and services.
- Review vendors' project deliverables to ensure quality standards.
- Perform additional duties as assigned.
Requirements
Education and Experience
- Minimum of a Bachelor’s degree
- Special events background; background in sales a plus
- Minimum of 3 to 4 years related work experience
- Experience in event planning and coordination; proven track record of creative successful events
- Experience establishing relationships with vendors
- Professional experience working with international organizations
- Experience in managing budgets and expense tracking
Skills And Abilities
- Ability to present, promote, and sell Asia Society’s venue to potential new clients
- Knowledge and familiarity with international customs and etiquette, with a high emphasis on Asia nations and cultures
- Ability to maintain a flexible schedule including evenings and some weekends
- Ability to work 3-4 events per week
- Ability to work independently and as part of a dedicated team and with internal/external teams and partners
- Excellent organizational, communication, interpersonal, negotiating, and multi-tasking skills
- Strong analytical and reporting skills
- Ability to work under strict deadlines
- Ability to remain calm under pressure and maintain a customer service-focused mindset
- Process improvement oriented; ability to troubleshoot and problem solve
- Detail oriented a must
- Proficient computer skills including Microsoft Office, allseats, Google Platforms, Photoshop, Adobe, Canva, Netsuite Platforms, and any event scheduling software
Compensation
Salary Range: $66,300 - $75,000
Compensation within this range is determined by skills, experience, and organizational equity.
Asia Society offers a generous benefits package including health, dental, and vision coverage, a 403(b)-retirement plan, numerous paid holidays, tuition reimbursement, self-development hours, and more. Please visit www.asiasociety.org/about/careers and click on “Employee Benefits” to view our full benefits summary.
Benefit Package Highlights
- An HRA plan supplements our medical plan and covers the part of annual deductible.
- After 1 year of service (1,000 hours), the Asia Society contributes 6% of gross earnings to an eligible employee’s 403(b) account, regardless of whether the employee makes their own contributions.
- The Asia Society offers Self-Development time off, including Self-Development Summer Fridays between July 4th and Labor Day.
About Asia Society
Founded in 1956, Asia Society’s purpose is to navigate shared futures for Asia and the world across policy, arts and culture, education, sustainability, business, and technology. We provide a platform for dialogue and encourage a diversity of views as we try to find the most effective ways forward. Headquartered in New York City, the organization has thirteen other Centres around the world, a global staff of over 200, and an annual global operating budget in excess of $44m.
With a problem-solving mandate, the Asia Society Policy Institute (ASPI) is a think- and do- tank that tackles major policy challenges confronting the Asia-Pacific in security, prosperity, sustainability, and the development of common norms and values for the region.
How To Apply
To be considered for this role, all applicants must submit a completed application to: developmentopportunities@asiasociety.org
A Completed Application Must Include:
- Resume OR CV
- Cover letter
- Salary requirements
- Subject line: Manager, Event Operations
Only those candidates considered for an interview will be contacted. Please regard your submission as received unless your email is bounced back.
Asia Society is an Equal Opportunity Employer.
Key skills/competency
- Event Planning
- Operations Management
- Client Relationship Management
- Vendor Management
- Budget Management
- Cross-cultural Communication
- Event Logistics
- Customer Service
- Negotiation
- Project Management
Skills & topics
- Event Operations Manager
- Event Planning
- Event Coordination
- Special Events
- Client Management
- Vendor Relations
- Budget Management
- International Events
- Non-profit Events
- New York Events
How to get hired
- Tailor your resume: Highlight event planning, operations, and client management experience, quantifying achievements where possible. Emphasize any international organization or sales background.
- Craft a compelling cover letter: Clearly state your interest in the Manager, Event Operations role at Asia Society India Centre and explain how your skills align with the requirements, especially your cross-cultural understanding and ability to manage complex events. Include your salary requirements.
- Showcase relevant skills: Detail your proficiency with event scheduling software, budgeting, negotiation, and vendor management. Mention your experience with international customs and etiquette, particularly concerning Asian nations.
- Prepare for interviews: Be ready to discuss your experience managing multiple events, handling on-site issues, and working under pressure. Highlight your customer service-focused mindset and problem-solving abilities.
- Follow application instructions precisely: Submit your resume, cover letter, and salary requirements to developmentopportunities@asiasociety.org with the subject line 'Manager, Event Operations'.
Technical preparation
Behavioral questions
Frequently asked questions
- What are the key responsibilities for the Manager, Event Operations at Asia Society India Centre?
- The Manager, Event Operations at Asia Society India Centre is responsible for planning, coordinating, and executing a variety of internal and external events. This includes managing event logistics, maintaining the event schedule, fostering vendor relationships, handling client communications, developing logistical plans, ensuring adherence to protocols, managing on-site issues, negotiating contracts, tracking finances, and analyzing event performance. A significant aspect of the role involves ensuring smooth operations and client satisfaction.
- What qualifications are needed to apply for the Manager, Event Operations position?
- To be considered for the Manager, Event Operations role, candidates typically need a Bachelor’s degree and 3-4 years of related work experience, preferably in special events or a sales background. Experience in event planning and coordination, establishing vendor relationships, working with international organizations, and managing budgets are essential. Proficiency in various computer platforms and event scheduling software is also required.
- How important is international experience for this role?
- International experience is highly valued for the Manager, Event Operations position at Asia Society India Centre. The role requires knowledge of international customs and etiquette, with a particular emphasis on Asian nations and cultures. Professional experience working with international organizations is also a listed requirement, indicating the importance of understanding diverse cultural contexts in event management.
- What is the typical work schedule and flexibility required for this position?
- The Manager, Event Operations position is a full-time role requiring approximately 40 hours per week. However, due to the nature of event management, the role demands a flexible schedule that includes evenings and some weekends. Candidates should also be prepared to work on 3-4 events per week, indicating a dynamic and potentially demanding schedule.
- What are the salary and benefits offered for the Manager, Event Operations role?
- The salary range for the Manager, Event Operations position is $66,300 to $75,000 annually, with the final offer based on skills, experience, and organizational equity. Asia Society provides a comprehensive benefits package, including health, dental, and vision coverage, a 403(b)-retirement plan with a 6% company contribution after one year, paid holidays, and tuition reimbursement. Specific perks like Self-Development hours and Summer Fridays are also available.