Training and Events Manager

POSITION: Training and Events Manager

TEAM: Training and Outreach

PURPOSE: Support Training and Outreach teams to develop, manage, and deliver high-quality national and state trainings, events, and briefings.

DESCRIPTION: Coordinate and manage national and state training, events and briefings. Cultivate, build, and sustain relationships with external national and state-based partner organizations. Manage training and event tracking, follow-up and contact lists as well as some budget areas. Manage requests from internal partners, external national and state partners, legislators, parents, and other allies.

FOCUS: Train and equip policymakers, advocates and influencers to better understand and pursue unencumbered educational choice and help prepare them with skills and resources necessary to be successful. Build sustainable relationships with national and state partners.

SUPERVISED BY: Director of Strategic Partnerships and Events

SUPERVISEES: Contractors, Vendors

 

CORE RESPONSIBILITIES:

National and State-Based Trainings, Events and Briefings: Plan and manage training activities for policymakers, advocates, and their influencers:

  • Work directly with Policy and Advocacy, Research and Thought Leadership, Fundraising, Outreach and Communications teams to compile logistics details for various requested events to ensure overall event needs are understood and can be successfully implemented.
  • Design, plan and produce event websites and registration pathways in event management platform.
  • Actively manage event website and related logistics throughout the life of each event such as changes/updates to registration pages, event tabs, RSVP/attendee lists & various personal participant details.
  • Draft, finalize, schedule, and send event logistics emails.
  • Compose, coordinate, and disseminate event details to participants via email, including invitations, reminders, updates, and follow-ups.
  • Liaise with hotel/venue staff regarding contract administration, schedule overview, deadlines, and comprehensive event needs such as rooming lists, parking, BEO/AV orders, payments, etc.
  • Manage all reservations for events including registrations, hotel room booking, and special requests from guests.
  • Set up and manage Zoom events and controls to ensure smooth, seamless event flow and encourage virtual attendee participation via chat function.
  • Develop materials needed for events including folders, participant lists, post-event surveys, and travel reimbursement forms.
  • Compile evaluation analysis and feedback for internal reporting.
  • Collect and report metrics for each event, briefing and training for internal partners and board of directors (via board report).
  • Research and contribute to EdChoice events and sponsorships calendar.

Partnership Building, Outreach and Relationship Management: Support a plan of activities to increase the number and quality of educational choice supporters:

  • Communicate with attendees post-event, sharing link to event resources, answering questions, connecting them with new resources, and providing additional copies of forms if needed.
  • Foster engagement and attendee feedback by following-up with attendees for completion of
    post-event survey.
  • Maintain completion log for accurate event reporting.
  • Track legislator follow-up and requests after events.
  • Schedule, calendar, complete, and report on quarterly partner post-event check-ins.
  • Assist team in collecting and updating contacts and engagements in Salesforce.

Budget Management: Manage budget categories within the Training and Outreach budget as well as various line items or categories in other cross-team budgets:

  • Manage various budgets for Training, Outreach, Policy and Advocacy, and Research and Thought Leadership events.
  • Review cross-team budget categories monthly to ensure budget adherence, proper schedule implementation, internal coding, and on-time payment of invoices. Report budget spends to internal partners as needed.

Metric Tracking and Information Management: Facilitate the understanding and dissemination of information related to EdChoice metrics and programs to internal teams and the board of directors:

  • Collect, record, and report event result metrics for grant reports and biannual Board reports.
  • Ensure timely, accurate input of EdChoice event campaigns, booth engagements, and EdChoice Expert speaker data into Salesforce, including engagement details for each speaker’s panel or speech for EdChoice hosted events and reimbursed events.
  • Work with team to manage and maintain EdChoice research and collateral materials via the online portal.
    • Communicate with external vendors regarding relationship, new promo orders, updates to portal, and direct shipment of exhibitor booth materials to destination city for conferences.
    • Track the dissemination of research and collateral materials, including working with the Communications team to collate inventory.
    • Collaborate with Research and Communications teams regarding research pieces to be added to and removed from portal, total number of pieces available for portal, etc.

Miscellaneous Projects: Complete other tasks as assigned by the Director of Strategic Partnerships and Events.

Qualifications:

EDUCATION AND EXPERIENCE

  • Bachelor’s degree
  • Experience planning high-quality national and state events
  • Proven experience working on multiple projects with a high degree of professionalism
  • Skilled in all Microsoft Office applications
  • Metric tracking and Salesforce experience preferred
  • Cvent or similar event platform management system experience preferred
  • Personnel or vendor management experience preferred
  • Nonprofit or legislative experience a plus
  • Experience working with or in hotel industry a plus

ESSENTIAL CHARACTERISTICS

  • Compatibility with EdChoice mission
  • Excellent time management skills
  • Excellent verbal and written communication skills
  • Attentive to details
  • Positive self-starter who can work independently but also enjoys collaboration
  • Flexible, adaptable, able to work on multiple projects at once and prioritize accordingly
  • Outgoing, friendly, diplomatic and a good communicator
  • Willingness to travel but preferred location based in Central Indiana

Applicants should submit a resume and cover letter detailing interest in and support of educational choice and joining EdChoice to carey@edchoice.org.

EdChoice is a nonprofit, nonpartisan organization dedicated to advancing full and unencumbered educational choice as the best pathway to successful lives and a stronger society. EdChoice believes that families, not bureaucrats, are best equipped to make K-12 schooling decisions for their children. The organization works at the state level to educate diverse audiences, train advocates and engage policymakers on the benefits of high-quality school choice programs. EdChoice is the intellectual legacy of Milton and Rose D. Friedman, who founded the organization in 1996.

EdChoice, Inc., is an equal opportunity employer and does not and shall not discriminate on the basis of race, color, religion (creed), gender, age, national origin (ancestry), disability, marital status, sexual orientation, military status, or any status protected by law, in any of its activities or operations. All qualified applicants will receive consideration. We are committed to providing an inclusive and welcoming environment for all members of our staff, subcontractors, and partners.