STRATEGIC COMMUNICATIONS AND EVENTS MANAGER

The Congressional Hispanic Caucus Institute (CHCI) is one of the leading Hispanic non-profit and nonpartisan 501(c) (3) organizations in the country. The Institute was established to help increase opportunities for Hispanics to participate in and contribute to the American policy making process. CHCI’s mission has been to develop the next generation of Hispanic leaders. Our vision is an educated and civically active Hispanic community participating at the local, state and federal policy decision-making levels. As the premier national Hispanic educational organization, CHCI seeks to accomplish its mission by offering educational and leadership development programs, services and activities that promote the growth of participants as effective professionals and strong leaders. We are currently recruiting for the following positionSTRATEGIC COMMUNICATIONS AND EVENTS MANAGERPOSITION OVERVIEW:The Strategic Communications and Events Manager works closely with the Vice-President of Strategic Communications and Events to manage and coordinate corporate relations, fundraising and all of the organization’s special events. He/She works on the research, development, management logistical planning and execution of the organization’s events. ESSENTIAL DUTIES AND RESPONSIBILITIES:• Track budget and timeline for assigned events.• Plan and implementation of logistics plan for assigned events.• Solicit in-kind contributions (items and services).• Manage event records and acknowledgements.• Keep detailed records of event planning, attendance, revenue and income.• Manages site selection including research, site visit, recommendation and handle contract negotiations. • Work as the direct liaison between the Institute, the site representative and vendors.• Manage the menu selections and overall food and beverage selections.• Manage and maintain comprehensive list of attendees/registrants.• Disseminate Conference brochure to possible low-end sponsors and constituents.• Draft and disseminate memos, letters, requests, etc. for events. • Handle distribution process for event mailings.• Develop and maintain a complete schedule of events, including up to date changes, for the Institute.• Maintain efficient timeline for event preparations.• Oversee and manage Exhibitor participation (i.e.: event correspondences, field all special requests, organize advance shipping details, create and disseminate exhibitor information packet, etc.)• Manage logistical arrangements for conference speakers and registrants for all special events including but not limited to board/staff retreat, related gala events and regional activities. • Handle and direct travel, accommodations, and agenda charges for departmentally run events for organizational staff and participants.• Manage the RFP process and selection of vendors. • Fundraising calls to lower-level sponsors.• Manage and troubleshoot event on site.• Work closely with Director and other internal departments to seek out corporate sponsors.• Work closely with corporate entities to ensure satisfaction with corporate sponsorship.• Work with finance department to maintain donor database and proper invoicing.SECONDARY DUTIES AND RESPONSIBILITIES:• Provide feedback regarding employee performance on a program team to the responsible manager for documentation. • Recommend new processes where needed to improve quality or on-time delivery.• Recommend and lead efforts to improve existing processes to improve quality or on-time delivery.• Develop and maintain working relationships with vendors and sponsors.• Practice of effective supervision.• Perform other duties as assigned by supervisor.• Coordinate with other organizational departments to assist in the planning and execution of events.QUALIFICATIONS:Minimum Education:• Bachelor’s degree required.• Minimum of five years experience in special events coordination required.• Prior experience working with corporate sponsors. • Strong computer skills are necessary. A strong knowledge of Microsoft Office Suite software (Outlook, Word, Excel, Power Point, Publisher).• Strong team player with the ability to handle multiple tasks at one time; work well under pressure.• Bilingual – English / Spanish preferred.Analytical/Interpersonal Skills: • Ability to understand, track, and question activities and issues in all functional areas and make sound business decisions based upon that data and or situation.• Must be a self-starter who understands the need for detail in the midst of work being done within a much larger picture.• Must be creative and flexible in order to respond quickly and positively to shifting demands and opportunities.• Strong logistical and organizational skills required.• Strong oral and written communication skills.• Strong influence-management, negotiation, leadership and assertiveness skills. • Strong presentation skills. • Very strong team player; works well under pressure.• Very strong attention to detail and follow-through skills.• Must be flexible with time both during and after work hours.• Must be committed and determined.