Job Description

Assistant Director, Event Services

Reports to: Senior Director, Events Strategy and Operations

Location: US Based Home Office

Status: Full Time, Exempt

Travel Requirements: 10 - 25%

Facing History and Ourselves is a global education non-profit organization that challenges teachers and students to use lessons of history to stand up to bigotry and hate.

The Assistant Director, Event Services (AD) is a self-directed, seasoned events professional with diversified experience creating powerful, engaging and efficient virtual and in-person events for multiple audiences.

The AD oversees, develops and executes on logistical plans, production schedules and project timelines for both regional and organizational development and community events ranging in scale and size from intimate board dinners to virtual community convenings gathering thousands from the Facing History network to fundraising benefits for current and prospective donors.

The AD ensures that organizational standards for selecting, contracting and booking venues, vendors and speakers are upheld at all times. Additionally the AD will frequently interact directly with key volunteers, staff, scholars and notable luminaries and scholars participating as event speakers or moderators.

The AD is responsible for supervising two full-time staff members and as such must possess exceptional leadership, management and delegation skills.

Key Duties

Events Services Team Ops + Cross-Functional Communication (40%)

• Under the guidance of the Senior Director, Events Strategy and Operations help to define workgroups, guide team through project plan development and manage milestones/timelines to ensure all event planning efforts are on track to completion

• Support the event intake process by providing tooling and format/structure recommendations as well as risk and limitation assessments and facilitates event capacity and technology licensing conversations as needed with cross-functional partners.

• Ensures that the events team supports event stakeholders across the organization by maintaining professional industry standards and procedures in the production of events

• Assists in development of and upholds standard operating procedures related to speaker management and communications, venue and vendor management including but not limited to food and beverage standards and audiovisual/technical requirements

• Prepares event budgets and periodic progress reports for senior staff and finance team

• Manages the relationship and project management of event consultants hired for the content creation for large scale events

• Leads all regional event meetings and serves as regional staff primary contact for event questions and needs

• Oversees and directs the work of the Manager, Event Production and Speaker Relations which includes but is not limited to overseeing review and negotiation processes for all event speaker, venue and vendor contracts as well as advising on logistical event decisions and general speaker coordination

• Oversees and directs the work of the Coordinator, Event Operations which includes but is not limited to: guiding work plan and timeline framing, cross-functional event support contracting and execution and event video recording and hosting plans. Delegate and assign additional operational and administrative tasks as required.

Event Development, Production and Execution (60%)

• Directly supports event concepting and ideation process by recommending and guiding team, cross-functional partners and regional event stakeholders during early planning as programming structures, event format and run of show considerations are made

• Oversee and project manage event scripting process; including but not limited to drafting and maintenance of timelines and guidelines, ensuring content creators have the tools and deadlines needed to build programs, and managing review flows

• Responsible for directing all facets of the production process for live and pre-recorded large-scale org-wide virtual development or community events; including but not limited to advising during the platform selection process, overseeing platform set-up and testing, supporting supplemental content production, review of key production documentation such as tech scripts, cue sheets and staffing plans.

• Drives and instructs development of logistical event considerations for in-person large-scale events such as the annual Leadership Retreat; including but not limited to developing RFP’s for hired consultants, supporting venue and vendor selection and contracting process, provides site visits assessment summaries and budget estimates

• Implement and oversee execution of logistical event plans for events of various scale this may include reviewing and refining day of event timelines, event staffing plans, tech scripts as well supporting external vendor confirmation, prep calls and walkthroughs

• As assigned, provide steady and unflappable on-site day of event support, overseeing set-up, execution and breakdown, including interfacing with key volunteers, staff, vendor representatives and speakers or hired talent.

• Provides expertise and counsel to regional staff in the creation, production and execution of smaller scale virtual and in person regional events

Core Competencies

• Extensive event direction and production experience, including off-site/remote, site unseen and both live and pre-recorded virtual production experience

• Excellent leadership, time, capacity and project management skills

• Cross-functional collaboration

Knowledge/Skills:

Facing History understands that restrictive job requirements may exclude historically marginalized groups from applying to jobs for which they are qualified. We take an equitable and holistic screening approach. If you feel you have demonstrated experience and expertise relevant to perform this role, please don’t hesitate to apply!

• BA/BS or equivalent

• Minimum of 6 years of event management and production experience, preferably 1 year of that has been spent executing virtual events exclusively

• Background in hospitality, client facing or non-profit setting a plus

• Experience managing, mentoring and coaching staff

• Experience working in a highly collaborative, cross-functional setting, with the ability to manage input from a variety of stakeholders concurrently

• Proven success producing both live and pre-recorded virtual events utilizing Zoom, Zoom Webinar, YouTube Live and/or other similar platforms

• Strong interpersonal skills and maturity that engenders trust and confidence in internal and external event stakeholders and reflects positively on Facing History and Ourselves

• Creative, self-directed and inquisitive team leader

• Meticulous attention to detail, time management, and organizational skills

• Proficiency with Google Office suite and Slack. Experience with Salesforce a plus.

• Genuine commitment to the mission of Facing History and Ourselves and ability to articulate the importance of the organization’s work.

Benefits Summary: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical with a health reimbursement account, dental, vision, life & AD&D, long-term & short-term disability insurance, 403(B) retirement plan with a discretionary organizational contribution, generous paid time off, an employee assistance program, travel assistance plan, pre-tax commuter spending accounts, flexible spending accounts, voluntary Colonial Life group plans, robust wellness programs through Welnys TV, aHealthyMe & weekly virtual yoga and meditation, WellCents 403(B) advisement, and a friendly work environment.

Facing History values a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. We are an Equal Employment Opportunity Employer.

Facing History’s Commitment to Diversity, Equity and Inclusion. At Facing History, we honor and value the uniqueness of each and every human being. Our strength as an organization that provides and distributes educational content and pedagogy to teachers across the globe is directly tied to our diversity of staff, leadership, educators, students, scholars, and volunteers. Our commitment is to treat individuals with dignity and to build and maintain a community of full participation, inclusive of the voices, needs, and contributions of all. As an organization, we are deeply aware of the legacies of injustices that persist in society and in the workplace, and we value and promote diversity, equity, and inclusion in their association with excellence.

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