CAREERS

Contact

Rebecca Dominguez
Human Resources
and Office Manager
Rebecca.Dominguez@westaf.org

Job Openings

Events Manager

About WESTAF

Headquartered in Denver, Colorado, WESTAF (Western States Arts Federation) is a nonprofit organization that weaves together technology, thought leadership, and innovation to energize, network, and fund public sector arts agencies and communities. One of six regional arts organizations in the U.S., WESTAF provides advocacy, policy, arts programming, and professional development services to the arts agencies in its 13-state region. WESTAF has taken an entrepreneurial approach to the needs of the field by developing web services for the arts, culture, and the creative economy and serves arts organizations and artists in every state. The income generated from its web services enables WESTAF to elevate the arts and culture field through a number of initiatives.

Summary of Position

The Events Manager oversees all phases of planning for WESTAF’s convenings (both virtual and in-person), including seminars, forums, conferences, and other meetings and events. Working across multiple departments and divisions, this role plans, develops, produces, and executes various meetings and events from concept to evaluation — with clear tasks, timelines, and metrics — and provides unsolicited feedback to leadership regarding project issues, solutions, and improvements.

Under the guidance of the Director of Marketing and Communications, the Events Manager works collaboratively with various staff to successfully plan and execute events across WESTAF’s Alliances, Advocacy & Policy (AAP) and Social Responsibility & Inclusion (SRI) divisions; provides support for WESTAF’s Board of Trustees meetings; and plans and manages WESTAF’s presence and participation in various national conferences and conventions as needed.

Essential Functions

  • Serves as the main administrator for WESTAF’s events management system (currently Stova)
  • Serves as main contact for Corporate Travel Management (CTM); oversees participant travel arrangements (flights, ground transportation, hotel)
  • Develops and executes communication plans for each WESTAF event; drafts clear, detailed communications for participants )and speakers, when applicable) regarding logistics, travel information, and required materials
  • Manages event logistics, including: venue, catering/menu planning, audio visual needs, decor, set-up and break-down, and transportation, and serves as on-site event contact
  • Coordinates the production of meeting/event materials, including name tags, folders/packets, advance readings, check-in and registration lists, seating cards, and other items
  • Organizes and updates all meeting-related information in master spreadsheet and/or Asana, tracking attendees, budgets, travel reimbursements, and meal and event headcounts
  • Handles meeting and event invoices and works with finance on proper coding and ensuring vendor payments within required timeframes
  • Ensures website accuracy and relevancy for all assigned meetings and events
  • Maintains an annual calendar of meetings and events
  • Handles post-meeting/event evaluation process; provides meeting and event summaries and reports to various stakeholders
  • Works with the MarComm team to promote events to ensure strong attendance
  • Meets with and works in collaboration with program directors of meeting and events to ensure events meet intended outcomes
  • Plans and manages WESTAF’s participation in conferences and conventions, including WESTAF’s annual presence at the Americans for the Arts (AFTA) convention, Colorado Creative Industries Summit, National Assembly of State Arts Agencies (NASAA), Grantmakers in the Arts (GIA) conference, and other meetings and events as needed
  • May be asked to plan, develop, and execute strategies or plans for sponsorships or fundraising components of meetings or events

Competencies

  • Excellent people skills; strength in communications and public relations
  • Strong problem solving, organizational, and analytical capabilities and excellent attention to detail
  • Proven success supporting large projects and/or events; experience coordinating hybrid events a plus
  • Knowledge of event planning tools, processes, and policies
  • Ability to work as part of a team as well as independently, think on feet, and manage multiple projects and priorities to deadlines with minimal supervision
  • Demonstrated commitment to excellence, honesty, transparency, and high levels of collaboration
  • Familiarity with Google Suite
  • Skills in basic web design (HTML, CSS); experience with WordPress a plus
  • High level of comfort with learning new technologies/tools
  • Interest and skills in graphic design
  • Commitment to professional development and enthusiasm in championing WESTAF
  • Commitment to diversity, equity, and inclusion
  • Excellent people skills; strength in communication and public relations

Compensation

This is an exempt, full time, remote, manager-level position. The salary range is $54,000 to $60,000 annually. Starting salary will be established based on the skills the candidate will provide to achieve the essential and preferred functions of the position.

Benefits

WESTAF offers a competitive benefits package for all full-time employees, including:

  • Employer-paid health insurance
  • Employer-paid life and disability insurance
  • Dental insurance partially subsidized by employee
  • 401(k) with up to 5% match
  • 37.5 hour work week
  • Generous vacation and sick leave
  • 10 paid holidays, plus the week off between Christmas and New Year’s Day

WESTAF is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.WESTAF is committed to attracting and retaining a diverse staff and will honor your experiences, perspectives, and unique identity. WESTAF strives to create and maintain a working environment that is inclusive and equitable.

To apply, please submit your resume and cover letter HERE by Feb 17, 2023.