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The Family Wealth Alliance, Inc., a subsidiary of the Charles Schwab corporation, connects the multifamily wealth community. We are the only membership organization focused on multifamily wealth firms: multifamily offices, external CIOs, high-end wealth management firms, trust companies, and the family office practices of private banks and law and accounting firms. Since 2003, we have curated a collaborative, peer-led network united by shared values and fueled by a desire to serve clients and the industry at the highest level.
Our membership represents the epicenter of industry thought leadership. We help our members build and foster key relationships through our vast resources, conferences, events, and peer networking opportunities, as well as industry-first research initiatives. Our Alliance Research arm has released more than 25 industry reports and benchmarking studies since our founding, establishing us as the authority on North American multifamily offices.
Event Manager Job Summary
The Event Manager will be responsible for overseeing all event logistics and project management for FWA events. The ideal candidate will have event management and logistic experience, be a detailed oriented problem solver with an ownership mentality. This position designs, establishes, and oversees the integrated logistical and administrative support needs of multiple, complex in-person events, conferences, and/or virtual events. An effective Event Manager assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops event budgets, handles venue selection and relationships, and negotiates and administers contracts.
We are a boutique organization. Thus, the ability to embrace an entrepreneurial environment and be a team player is critical. You will be acting as a key member of a small but mighty team with ample opportunities to collaborate with senior staff, build high-level professional connections, and make significant contributions to a fast-growing organization.
Event Project Management
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Schedule and facilitate routine conference calls with programs team ahead of events.
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Oversee the run of show, pre-con meeting, staff coordination and execution at event.
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Create staff packets and assist in agenda creation.
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Create, oversee, and manage all event budgets.
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Schedule and facilitate post-event meetings which include general overview, wrap up, and improvement checklist.
Event Logistics
Venue Management
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Conduct venue site visits and make recommendations as applicable.
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Prepare for and schedule general walk through of space, planning meeting, pre – con with venue staff.
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Management, review, and adherence to venue contract.
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Main contact to venue for all event related logistics, planning.
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Manage attrition, contractual requirements relating to venue contract.
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Review contractual concessions.
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Work to ensure best room capacities/sets/diagrams while adhering to current guidelines.
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Confirming all facets of venue service including but not limited to front desk, housekeeping, bell stand, and banquets through creation of Event Function specifications and review of Banquet Event Orders.
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Oversee general room block management, overflow, additional room allocation as needed.
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Work with attendee housing registration, answer attendee questions as needed.
Audio Visual
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Determine A/V Needs for all sessions and ensure the venue is prepared.
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Outsource A/V needs if applicable, work with vendor through pricing comparison, orders, execution, and management.
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Coordinate any video recordings and editing of sessions for post event viewing.
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Coordinate event photography when applicable.
Dine-Arounds
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Research and book locations of Dine-Arounds for all events.
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Secure individual contracts with restaurants and FWA Strategic Partners (dinner hosts).
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Communicate attendee lists to FWA Strategic Partners
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Check for food allergies and alert host/restaurant.
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Guide through menu and beverage selections with FWA Strategic Partners.
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Arrange and manage transportation to and from restaurants when applicable.
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Manage/implement seating arrangements when applicable.
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Communicate with hosting FWA Strategic Partners about night-of logistics.
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Creation of event menus with logos for each dinner.
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Refining and sharing Dine-Around scripts to all facilitators.
Food & Beverage
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Review menus, budgets to create menu solutions/options.
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Manage all special needs, allergies, dietary requirements.
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Coordinate client food tastings as necessary.
Signage
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Work with marketing to determine event signage, directional, clings, banners, etc.
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Venue walk-through to determine signage need
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Manage process, orders, delivery and set up with signage vendor as needed.
Supervision
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Reports to the Director
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Training will be provided on proprietary software and processes
Required Knowledge, Skills, and Abilities
This position requires strategic, integrated decision making in the logistical planning of multiple, complex meetings, conferences, and/or other events. Outlined below are additional skills required:
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Strong interpersonal skills and the ability to work effectively with a wide range of constituencies.
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Strong relationship building and customer service skills
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Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources.
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Skill in organizing resources and establishing priorities.
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Ability to develop, plan, and implement short- and long-range goals.
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Ability to make administrative/procedural decisions and judgments.
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Knowledge of conference facilities, technology, and equipment.
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Ability to investigate and analyze information and draw conclusions.
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Knowledge of finance, accounting, budgeting, and cost control procedures.
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Ability to negotiate and manage contractual arrangements.
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Creative and self-directed problem-solver
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Patient and adaptable to evolving business needs; comfortable with frequent changes in routine and process.
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Prompt, polite, and effective communication via phone, email, and in person
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Ability to defuse potential conflict in a professional manner
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Excellent verbal/written communication skills
*Education and Experience*
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Bachelor’s degree highly preferred
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Required: A minimum 5 plus years in corporate event management and logistics experience. Additional experience in project management is highly preferred.
Culture and Work Environment
The standard 40-hour workweek with a 9-5 shift applies. Some overtime and travel (up to 20%) may be required during the planning and execution. We are a true team: our culture is collaborative, candid, and supportive!
In addition to the salary range, this role is also eligible for bonus or incentive opportunities.
