Event Manager

The Wisconsin Foundation and Alumni Association (WFAA) is recruiting for a dynamic and detailed Event Manager to join the Alumni Relations and Engagement team.   In this role, you will work with WFAA and UW-Madison colleagues to plan and execute constituent engagement activity. The Event Manager works to understand client needs and apply best practices to create high-quality, memorable experiences that advance organizational objectives and plays a vital role in overseeing virtual, in-person, and hybrid event management.  

 

Who is WFAA?
The Wisconsin Foundation and Alumni Association is a private, nonprofit corporation that encourages individuals and organizations to make gifts to the university and to connect with the UW. In 2014, the UW Foundation merged with the Wisconsin Alumni Association® to better serve a growing population of UW alumni and donors. We believe that private support grows out of good relationships between campus leaders, faculty and program staff who need support, and the alumni and friends who want to invest in UW–Madison. We provide important engagement opportunities to link UW–Madison alumni to each other and to their alma mater, building a strong community of Badgers.

 

Diversity and Inclusion:

Just as the university community benefits from differing viewpoints, perspectives, and experiences, inclusion and diversity are imperative for the success of our mission. WFAA values people and the differences that they bring to the organization, and creates an environment in which all staff members and constituents feel respected and have opportunities to thrive.  

 

Primary Responsibilities

Event Management

  • Actively seek to understand and anticipate client needs and apply best practices to provide high-quality experiences to inspire alumni, donors and friends.
  • Collaborate with internal program, operations, marketing and registration teams to meet overall event goals.
  • Responsible for initiating, arranging and overseeing all aspects of event logistics related to constituent experience
  • Provide informed event consultation based on research, best practices and current event trends
  • Negotiate and manage contracts with third party vendors and service providers
  • Ability to be responsible for planning, overseeing and leading projects from ideation through to completion.
  • Create and monitor event and meeting related budgets/expenses.
  • Provide on-site support as required.
  • Schedule, manage and oversee staff, student, campus and alumni employees and volunteers providing event and meeting support.
  • Ensure high quality, professional, effective events, including troubleshooting problems in a timely manner using tact and discretion.
  • Participate in unit strategic planning, which includes short-term and long-term plans
  • Work with the Director of Event Services to coordinate and supervise daily operations.

 

Event Technology

  • Assist in virtual event production
  • Troubleshooting platform issues and staying up-to-date on platform trainings and developments. 
  • Act as Subject Matter Expert (SME) for virtual event platforms and events.
  • Assist the Director of Event Services with Virtual Event Producers by offering continued training and support.

 

Constituent Relations

  • Independently manage a wide variety of inquiries from internal and external clients.
  • Positively represent the WFAA and the University.
  • Provide exceptional customer service.
  • Respond promptly and to inquiries from internal and external constituents, taking the initiative to seek information and resolution.
  • Adhere to team identified goals to obtain optimal results.

Administration

  • Knowledge of venue/facility management and necessary support requirements.
  • Document event and meeting activity and outcomes.
  • Demonstrate an understanding of and effectively utilize organizational administrative policies and processes.
  • Monitor and record event data in appropriate tool or system
  • Manage and maintain event and meeting related materials and equipment, e.g., branded podium banners, table runners, tablecloths, A/V supplies etc.
  • Develop documentation related to event processes and procedures
  • Seek and maintain awareness of event and meeting resources on campus. 

Requirements and Qualifications

Required Qualifications

  • Bachelor’s degree or equivalent work experience. 
  • 3 + years of events planning or related experience.
  • Must be able to work flexible hours including nights, weekends and holidays.

Other Qualifications

  • Certified Meeting Planner (CMP) designation a plus but not required.
  • 1 + experience working in a in non-profit or fund-raising environment preferred. 
  • High degree of competency in Microsoft Office (Word, Excel and Outlook). 
  • Strong organizational and analytical skills.
  • Excellent verbal and written communication as well as ability to navigate difficult situations with tact and diplomacy.
  • Effectively interact with internal and external clients of diverse backgrounds; work independently and collaborate positively within a team environment.
  • Take initiative, demonstrate engagement and creativity, organized and meet deadlines.
  • Ability to remain calm under pressure, prioritize and manage multiple tasks and maintain a high degree of discretion, tact, professionalism and diplomacy.

 

WFAA is committed to provide our employees with an environment that is inspiring, creative and respectful. We offer competitive pay and an excellent benefits program, which includes a 10% 401k contribution after 1 year of service!

 

 

The Wisconsin Foundation and Alumni Association is an Equal Opportunity Employer *The Wisconsin Foundation and Alumni Association (advanceuw.org) is the “doing business as” name of the merged organization comprising the University of Wisconsin Foundation (supportuw.org) and the Wisconsin Alumni Association (uwalumni.com). Its legal corporate name is registered as the University of Wisconsin Foundation. 

 

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