Event Production Manager – Communications – Administration
The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.
The mission of the Allen Institute administration team is to provide support and structure to the scientific divisions. Coinciding with the team science approach, administration helps facilitate team learning and the overall mission of the institute.
The Event Production Manager, operates in a leading role on the Events team within Communications, spearheading the planning and implementation of highly visible events that represent the Allen Institute and our mission.
This individual will partner with team members to help provide leadership and guidance on the 80+ Allen Institute events produced each year, including public-facing symposia, workshops, advisory board meetings, high-touch charrettes, and industry conferences. This individual will work closely with executive and senior leadership and stakeholders to ensure expectations are met or exceeded, and that event content, speakers, sessions, and marketing tactics align with goals and objectives.
The Event Production Manager will lead in event programming (agenda creation, topics, sourcing speakers) and design (event format and creative assets). They will also act as the events technology and logistics lead on the team, including show running / AV main point contact, managing livestreams as well as a virtual events production (showrunner, slide deck back-up, Q&A/chat moderation, post-event video uploads, etc.).
The Event Production Manager is a results-focused, high-performing individual. This dynamic and strategic role is focused on driving strategic events that promote and engage Allen Institute constituents and influencers.
The Allen Institute believes that team science significantly benefits from the participation of diverse voices, experiences, and backgrounds. High-quality science can only be produced when it includes different perspectives. We are committed to increasing diversity across every team and encourage people from all backgrounds to apply for this role.
Please include a cover letter when submitting resume.
External Event Responsibilities: 80% of time
- Lead event management for high profile public symposia, meetings, and charrettes with members of the executive leadership team
- Partner with scientific stakeholders to shape event agenda and program
- Plan and execute all event details for a successful experience for leaders and attendees
- Lead for aggregating, communicating, and managing annual event calendaring process within the Institute, specifically as related to senior leadership’s participation in events and coordination with executive administration teams
- Create event staffing plan and scripts for cross-functional teams to ensure successful event operations and experience
- Act as event lead /showrunner on AV configurations for Allen Institute events, manage AV staff and planning
- Present and manage ongoing updates to business unit stakeholders and the Communications team.
- Gather and update post-event metrics to share with business unit stakeholders, track progress, and compare to benchmarks
- Develop evaluation measures to gauge the success and effectiveness of each event. Make recommendations for future improvements that drive event engagement and registrations
- Analyze event operations and prepare and implement recommendations for improving operational efficiencies within events
- Manage external event sponsorships to ensure expected outcomes, exposure/promotion, and ultimate return on investment
Event Marketing and Brand – 20% of time
- Lead marketing efforts to drive attendance for external-facing events, including email marketing, event website creation, and promotion coordination with social media team
- Review brand usage in scientific publications, presentation and posters, and overall tracking of scientific abstracts and publications in process
Required Education and Experience
- Bachelor’s degree in communications, marketing, or related field; or equivalent combination of degree and related experience
- 5 years minimum leading event planning and execution, including marketing promotion activities
- Experience working with executive leadership and maintaining an exceptional level of professionalism and discretion
- Excellent written and verbal communication skills, including the ability to communicate with people at all levels of the organization and from a wide variety of backgrounds
- Working knowledge of using event technology systems, show running, livestreams, and managing A/V vendors
- Strong experience in email marketing, including basic HTML/Dreamweaver skills, implementing best practices, and working with developers to enhance existing email templates
- Strong MS Office 2010 skills – Word, Excel, Outlook, and PowerPoint
- Communications experience in an institutional, biotech, non-profit or agency environment
Preferred Education and Experience
- Office 365 and Adobe Creative Suite software experience
- Meticulous attention to detail, strong organizational skills, and ability to manage multiple projects and deadlines
- Highly self-directed; thrives in a fast-paced, agile environment. Experience prioritizing workload effectively to achieve the best outcome
- Strong work ethic, sense of urgency, and self-motivation, including the ability to follow through to complete tasks independently
- Strong communicator and collaborator; able to work with a variety of teams and personalities
- Background in database management
- Occasional lifting to 30 pounds
- Standing and sitting for extended periods of time
- Fine motor movements in fingers/hands to operate computers and other office equipment
- Occasional push/pull up to 50 pounds
- Stooping, bending, crouching
Position Type/Expected Hours of Work
- Occasional evening and weekend hours required
- This role is currently able to work remotely due to COVID-19 and our focus on employee safety. We are a Washington State employer, and remote work must be performed in Washington State. We continue to evaluate the safest options for our employees. As restrictions are lifted in relation to COVID-19, this role will return to work onsite
- Periodic travel to other markets to set-up / tear down booth and represent Allen Institute and Scientific Divisions at conventions and conferences (during non-COVID times)
- **Please note, this opportunity does not sponsor work visas and has no relocation assistance **
It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.