Event Speaker And Production Manager

JOB SUMMARY:
The Event Speaker and Production Manager is responsible supporting the planning, coordination, and execution of annual conferences, meetings, and events. The Manager works closely with the Events team to execute AFA’s strategic vision of the organization’s events profile. S/He will project manage and communicate effectively with all Event Speakers from point of invitation through event execution to ensure all assets, presentations, and speakers have a seamless experience and are assisted to deliver high quality content assuming ownership for the speakers’ end-to-end process of running successful events. .
The Event Speaker and Production Manager will also be responsible for each event’s run of show, rehearsal and Production schedule, and will act as liaison to AFA’s internal Communications team as well as audio visual production vendors.
ESSENTIAL FUNCTIONS:
Speaker and Agenda Management (approximately 65% of effort):

• In close coordination with AFA Leadership, assist in managing event agendas to meet strategic goals of each event
• Acts as a liaison with DAF personnel during creation and Production of Strategic Event agendas for logistical support
• Act as main liaison with all speakers and moderators involved in AFA events, and keeping the events milestones on track pre-show and onsite while providing top notch customer service
• Send effective and regular scheduled communication emails to keep in close contact with speakers and their teams
• Optimize the speaker schedule and management process to improve speaker experience
• Manage collection of speaker presentations, biographies, headshots, and other documentation to meet all deadlines
• Collect and track room logistical and AV requirements for speakers in coordination with Event team
• Assist in scheduling speaker, moderator, and panel session participant pre-con calls in advance of events

Event Communications & Production (approximately 30% of effort):

• Utilize ShoFlo to create minute-by-minute scripts of AFA events for all ballrooms and input PA scripts for all to reference.
• Collaborate with AFA’s Creative Director to produce event program guide, program slides and ballroom graphics
• Manage multi-media for events to include scheduling, collection, and distribution of commercials, videos, slides, etc.
• Act as lead producer during event, coordinating with production staff, AFA staff, speakers, and guests to produce in-person and virtual events to include distributing scripts, real-time updates during events, and show-calling in the main ballroom
• Work with third-party vendor, (Encore/Chime), to generate layout, pages, design, and content for the AFA event virtual platform and internally for updates on the AFA event website

Other Duties as assigned (approximately 5% of effort):

• Assist in special projects and other tasks as assigned

REQUIRED JOB QUALIFICATIONS
Education and Experience Required:

• Bachelors’ degree in marketing, communications, business, hospitality management or a related field, or equivalent work experience.
• At least five (5) years of related experience.
• Project management and logistics coordination experience.

Education and Experience Preferred:

• Experience managing speaker processes and executing events
• Experience with producing virtual events
• Experience with ShoFlo
• Experience with the Department of the Air Force, Department of Defense or other military branch
• Experience creating basic graphics and lower thirds

Department Core Competencies:
Interpersonal Skills
Technical Competencies (Marketing)
WORKING CONDITIONS:

• Works out of Air & Space Forces Association’s headquarters in Arlington, VA.
• Office hours are 8:30 a.m. to 5:00 p.m. Monday to Friday, subject to modification based on the needs of each program or site.
• Option for up to 2 days of telework weekly.
• Operates in a professional office environment with travel to local offices, community partners, and events.
• Routinely uses standard office equipment such as computers, phones, copiers filing cabinets and fax machines.
• Must be able to work overtime and travel as needed for events.

Physical Demands:
The position requires sedentary work (sitting most of the time with no adverse environmental exposure) and occasional exertion of up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The position also includes the following physical requirements:

• Movement. The employee in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc., and travel to and move around in varied locations.
• The employee in this position needs to be able to operate a computer and other office productivity machinery such as a copy machine and printer.
• The employee is required to communicate and hold verbal conversations with others by means of the spoken word. Employee must be able to exchange accurate information in these situations.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

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