Manager, Event Logistics

SHRM is a member-driven catalyst for creating better workplaces where people and businesses thrive together. As the trusted authority on all things work, SHRM is the foremost expert, researcher, advocate, and thought leader on issues and innovations impacting todays evolving workplaces. With nearly 340,000 members in 180 countries, SHRM touches the lives of more than 362 million workers and their families globally.

1800 Duke St, Alexandria, VA 22314, USA

SHRM

SHRM is a member-driven catalyst for creating better workplaces where people and businesses thrive together.  As the trusted authority on all things work, SHRM is the foremost expert, researcher, advocate, and thought leader on issues and innovations impacting today&rsquo;s evolving workplaces.  With nearly 340,000 members in 180 countries, SHRM touches the lives of more than 362 million workers and their families globally.&nbsp;<br /><br />Are you interested in growing your career with us? If so, we encourage you to explore our available career opportunities and join our team at SHRM today!<br /><br />Don&rsquo;t see your dream job? Apply <span style="text-decoration: underline;"><a href="https://us61.dayforcehcm.com/CandidatePortal/en-US/shrm/Site/EXTERNAL/Posting/View/372" target="_blank" rel="noopener noreferrer">here</a></span> to join our talent community!<br /><br />To view our Statement of Accessibility, click <span style="text-decoration: underline;"><a href="https://us60.dayforcehcm.com/CandidatePortal/en-US/shrm/SITE/EXTERNAL/Home/StatementOfAccessibility" target="_blank" title="SHRM Statement of Accessibility" rel="noopener noreferrer">here</a></span>. https://www.shrm.org/pages/default.aspx

keywords: position summary,work environment,event management,logistics,budget & contract management,team management,leadership,education,experience,knowledge,skills,project management,physical requirements

Full Time

$90,000 to $120,000 per year.

Overview: The Event Logistics Manager is a key member of the Event Strategy and Experience team, responsible for managing event logistics for the organization&rsquo;s Annual Conference and specialty conference portfolio ranging in size from 250 to 26,000+ attendees. This role ensures the successful planning and execution of events by overseeing operational logistics, budget management, vendor relations, and venue coordination. The Event Logistics Manager directly supervises three direct reports as well as event contractors, fostering a collaborative and high-performing team environment.<br /><br /> <h4><strong>Work Environment</strong></h4> <p><strong>Hybrid Position (3 Days In-Office, 2 Days Remote):</strong></p> <ul> <li>This position follows a hybrid work schedule, requiring in-office presence [three days per week] and remote work [two days per week]. Core work hours will be designated by the department.&nbsp; The office environment includes a standard workstation setup with collaborative spaces, while remote work requires a reliable high-speed internet connection and a suitable home workspace. Employees must maintain availability during standard business hours and adhere to company policies for both in-office and remote work.</li> </ul> <p><strong>Travel:</strong>&nbsp;20 &ndash; 30%<br /><br /><em>The hiring range for this position is $90,000 to $120,000 per year. This range is an estimate, and the actual salary may vary based on the candidate's experience, skills, and qualifications. SHRM offers a competitive and comprehensive total rewards package. The benefits for this position include professional growth and development, health, dental, vision, well-being, health savings, flexible spending, retirement, open leave, and annual discretionary bonus and incentives.</em></p>
Responsibilities: <p><strong>Event Management &amp; Logistics</strong></p> <ul> <li>Oversees venue management and space allocation planning for convention centers and hotel-based conferences.</li> <li>Leads food and beverage planning, including creating Banquet Event Orders and program specifications.</li> <li>Supports audiovisual, Internet, and other logistical functions for events.</li> <li>Manages special audiences including VIP experiences, seating, and more.</li> <li>Supports housing management, including block planning, and revenue reconciliation.</li> <li>Supports site inspections planning and cross-functional team meetings.</li> <li>Implements health, safety, and security measures for all conferences, working with external partners and internal stakeholders.</li> <li>Ensure project timelines and deadlines are met through effective team coordination.</li> </ul> <p><strong>Budget &amp; Contract Management</strong></p> <ul> <li>Develops and manages budgets for event logistics, tracking expenses and revenue projections.</li> <li>Negotiates and manages vendor contracts, ensuring cost-effectiveness and quality service delivery.</li> <li>Liaises with SHRM Accounting and Legal teams as needed on contracted scopes of work, master services agreements, addendums, and more.</li> <li>Analyzes and evaluates vendor RFP bids and make recommendations.</li> <li>Oversees invoice reconciliation and financial reporting for assigned events.</li> </ul> <p><strong>Leadership &amp; Team Management</strong></p> <ul> <li>Supervises three direct reports, providing guidance, mentorship, and professional development opportunities.</li> <li>Manages event contractors that support various aspects of all SHRM conferences.</li> <li>Builds and maintains strong relationships with internal stakeholders, external vendors, and industry partners.</li> <li>Fosters a collaborative and innovative team environment that enhances event strategy and execution.</li> <li>Represents the organization in industry events, ensuring alignment with best practices and emerging trends.</li> </ul>
Requirements: <p><strong>Education:</strong></p> <ul> <li>Bachelor&rsquo;s degree in Business, Hospitality, Events, Marketing, Communications, or a related field, or equivalent relevant experience.</li> </ul> <p><strong>Experience:</strong></p> <ul> <li>8+ years of progressively complex experience in a similar work environment and role, preferably with medium to large brand(s) or organizations, specifically in event and meeting planning, with a focus on large-scale conferences and meetings. Marketing/PR/event agency experience preferred.</li> <li>Proven experience managing both large scale city-wide conferences ranging in size from 10,000 to 25,000+ attendees and smaller high end VIP experiences</li> <li>Expertise with brand activations, creative design and special events is preferred.</li> <li>Demonstrated experience managing large complex budgets of at least $4M+</li> <li>Clear demonstration of successful project management for both live and virtual events/ conferences, budget development and management, relationship management with vendors and partners, conference housing management, as well as vendor and VIP management.</li> <li>Experience managing direct reports, contractors, and vendors while building a collaborative and productive team environment.</li> <li>Strong project management skills with the ability to multitask and manage complexity.</li> </ul> <h4><strong>Knowledge, Skills &amp; Abilities</strong></h4> <ul> <li> <h4>Strong project management skills: attention to detail, organization, prioritization, and analytic skills with a proven ability to multi-task and manage complexity.</h4> </li> <li> <h4>Creative and strategic thinker.</h4> </li> <li> <h4>Effective team leader with proven success as a coach and mentor.</h4> </li> <li> <h4>Strong problem-solving skills and ability to diffuse challenging situations.</h4> </li> <li> <h4>Ability to work collaboratively across the entire SHRM organization forging strong relationships with stakeholders at all levels.</h4> </li> <li> <h4>Self-starter attitude, entrepreneurial spirit, and ability to move quickly in a fast-paced environment.</h4> </li> <li> <h4>Effective communication skills, including verbal and written communications.</h4> </li> <li> <h4>Entrepreneurial spirit, track record of initiative, and ownership of work.</h4> </li> <li> <h4>Experience with key software packages, including event registration and apps, budgeting and financial management, data analysis and reporting.</h4> </li> <li> <h4>Ability to work and lead in a collaborative environment coupled with curiosity and openness.</h4> </li> </ul> <p>&nbsp;</p> <h4><strong>Physical Requirements</strong></h4> <p>This position operates in a typical office environment and requires the ability to perform essential job functions with or without reasonable accommodation. Physical requirements may include:</p> <ul type="disc"> <li>Prolonged periods of sitting at a desk and working on a computer.</li> <li>Frequent use of hands and fingers for typing, handling documents, and using office equipment.</li> <li>Occasional standing, walking, bending, and reaching.</li> <li>Ability to lift and carry up to 30 pounds as needed.</li> <li>Clear verbal and written communication skills for effective interaction with colleagues and stakeholders.</li> </ul>