MEET ETHOS

In January of 2021 we set out to do things differently; to be a company that creates ROI for our clients, hotel partners, suppliers, and communities; a company that connects our local businesses to our local charities; a company that knows the destination and not afraid to re-direct a client if needed so they can achieve their company goals and objectives when operating a meeting. At ETHOS Event Collective we aspire to use business as a force for good and take a personal approach to our service and how we treat people. Caring about what’s right and not being right, we want to inspire and support those around us to improve our work and the communities in which we work.

PURPOSE OF POSITION

ETHOS Operations + Logistics Managers are the boots-on-the-ground guys and gals who take program execution to the next level. These event producers help building long-lasting and trusting relationships with our clients, hotels and supplier partners through purposefully planned logistics plans and award-winning performance on-site.

THE ESSENTIALS

To be successful at this job, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

KNOWLEDGE, APTITUDES AND PROPENSITIES

• Proven ability to work in a fast-paced environment and manage multiple projects.
• Ability to prioritize tasks based on revenue potential.
• Desire to contribute significantly to growth of the business and community.
• Excellent communication skills, written and verbal.
• Recognize urgent needs and prioritize accordingly.
• Excellent organizational skills and attention to detail.
• Great strategic planning and thinking abilities.
• Knowledge of local destination offerings, willingness to self-learn, desire to stay ahead of market changes.
• Eagerness to research, collaborate and strategize with a team and individually.
• Outstanding analytical, conflict resolution, and problem-solving abilities with a results-oriented mindset.
• Experience with budget management, financial tracking and contract negotiations.
• Actively manage all aspects of operations including but not limited to site visits, agendas, client requests, gifts, presentations, manifests, maps, resumes, staffing, booking transportations, costing, advancing venues, operating, etc.
• Willingness and availability to work evenings and weekend hours as business needs dictate.
• Willingness and availability to travel regionally to support operations/programs, sites, team development and training.
• Ability to lift and carry approximately 25 lbs.
• Ability to drive to work and to event venues.
• Ability to work on feet 12-14 hours a day on-site as needed.

EQUIPMENT AND APPLICATIONS

• Computer, phone, copiers, smart phones, tablets and other standard office equipment
• High level of proficiency in Microsoft Office software, diagramming software and sales management software

DAILY IMPACT AND DUTIES

This career path has recurring work but involves high degrees of discretion. The need for accuracy and effective utilization of resources is high. Errors in judgment will waste resources and adversely impact company performance.

Site Inspections:

• Book and manage transportation for site inspections.
• Book and coordinate staff for site inspections.
• Participate in site inspections as required by sales.
• Back-up client support as needed to provide timely customer service.
• Contact and confirm vendor and supplier services/products within the assigned time frame.

Supplier Management and Budgeting:

• Contact and confirm vendor and supplier services/products with accurate pricing within the assigned time frame; incorporate into costing; then provide accurate pricing for all services provided.
• Follow all accounting guidelines for invoices, internal and client financials, vendor payments, post-program reporting, time sheets, payroll and expense reports.
• Establishes budgetary guidelines and maintains minimum margin expectations through program development in accordance with company goals.
• Booking and releasing of tentative holds for venues, vendors, and activities for programs.
• Develop and maintain positive, strong, effective working relationships with industry partners.
• Attend relevant supplier visits, industry networking events, inside and outside typical work-week hours.
• Up sell additional services and/or products and incorporate community giveback opportunities where possible.
• Scheduling and Management:
• Participates in turn-over meeting with Sales Team.
• Procurement, securing and onsite management of field staff, transportation and other suppliers for events.
• Update program grid and confirm all dates, times, rooms, tours, etc.
• Update monthly program operations calendar.

Operations Management:

• Produce operational documents in support of upcoming programs: signage, communications cards, frequently-used fax cover sheets, menus, manifests, activity sign-ups, contact lists, program resume, etc.
• Order supplies/products as specified in program.
• Secure staff, transportation and other suppliers for events.
• Act as “24/7” contact for clients during programs.
• Work on-site at events and hotel pre-cons– duties may include managing transportation, meet and greet service at airport, décor and entertainment set-up, food and beverage set-up, and audience control; always representing ETHOS in a positive light, according to the company handbook and dress code.
• Conduct final billing in the timeframe assigned – obtain and process supplier invoices and field staff payroll.
• Procure, package and deliver client gifts and amenities.
• Maintain program information in CRM relating to contact information, hotel information, budgets and expected revenue, communication notes, account notes and program history.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• What areas are you familiar operating events in?

Experience:

• Events management: 2 years (Required)
• Event Operations and Logistics: 2 years (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person