The mission of The Council of State Governments' Southern Legislative Conference (SLC) is to foster and encourage intergovernmental cooperation among its 15 member states. In large measure, this is achieved through the ongoing work of the Conference's six standing committees and supporting groups. Through member outreach in state capitols, policy research, international member delegations, staff exchange programs, meetings and fly-ins, staff support state policymakers in their work to build a stronger region. To learn more about the Southern office visit us at www.slcatlanta.org.

JOB SUMMARY

The Senior Events Manager is responsible for leading logistics for all CSG South convenings. The manager secures and oversees meeting space, travel services, transportation, food and beverage, décor, and entertainment. The manager is the primary liaison and negotiator between CSG South and all convening-related vendors and adheres to the Southern Legislative Conference (SLC) conference and other event-related budgets.

ESSENTIAL DUTIES AND RESPONSIBILITIES

General Events Responsibilities:

• Manage all logistical needs for CSG South convenings, including the Southern Legislative Conference, policy masterclasses, leadership development programs (CALS, SAIL, SAGE), international relations delegations, and all grant project-related meetings.
• Works with the Programs and Marketing department to ensure all CSG meetings are appropriately branded within organizational standards.
• Provide direct support to the department directors on various plans and projects related to CSG convenings.
• In concert with CSG South staff and the Host State, assists with overall planning and programming for the Southern Legislative Conference.
• Work with the Regional Director to negotiate and review contracts with outside vendors, including the CSG General Counsel, for consultation as needed.
• Engage in regular communications with members, vendors, and internal staff.
• Oversee all vendors onsite at CSG South events, including drayage, hotel personnel, convention center personnel, transportation providers, caterers, meeting services staff, external vendors, and entertainers.
• Assist CSG South leadership, members, and Regional Director with travel (domestic and international) related to CSG South activities.
• Ensure CSG South convenings are appropriately accessible to all members (such as those with special mobility requests, dietary needs, etc.).
• Offer recommendations regarding current best practices in meeting management.
• Attending Cvent and Passkey training and meetings.

Southern Legislative Conference Responsibilities:

• Works with the Regional Director to determine site logistics of the Annual Meetings, including on-site visits, pre-planning communications, and activities for the Southern Legislative Conference, which could include preparing, distributing, and negotiating RFPs/bids for the meeting site selection process.
• Working in concert with the team to finalize Southern Legislative Conference preparations:
  • Beverage Event Orders (BEO), food, room sets, and AV with venues/contractors
  • Tracking changes to BEOs, food, room sets, and AV before and on-site
  • Supports the finance admin with ensuring accurate billing and payment to vendors
  • Serving as an on-site liaison with venues/contractors during the Southern Legislative Conference
  • Assisting with the preparation and shipment of materials for the Southern Legislative Conference
• Manage the meeting budget from beginning to end of the project, including budget construction and oversight on quotes, bids, billing, and payments for all meeting-related expenses.
• Compiles and prepares Southern Legislative Conference briefing packets as assigned.
• Builds out and maintains the registration process using the web-based platform designated by the office (Cvent), including registration categories, deadlines, payment processing, agenda, guest and youth program offerings, budget tools, etc.
• Organizes and monitors Southern Legislative Conference housing reservations, program group room list, and related rooming reports for the Southern Legislative Conference using the platform Passkey.
• Support the Finance and Events Coordinator with implementing KidCheck and background checks at each SLC.
• Support the Events and Administration Coordinator with building out and implementing the volunteer portal (SignUp Genius) and Volunteer Handbook for SLC Host State.
• Participates in the strategic debriefing process for Southern Legislative Conference to ensure continual improvement and quality customer service.
• Archives all communications, tracking, and reports for the Southern Legislative Conference to ensure calculations and historical information is captured properly for future years.

Programmatic Event Responsibilities:

• In concert with designated staff, serves as liaison with hotels, facilities, vendors, and other entities and develops relationships with the same.
• Assists in the review and execution of vendor/hotel contracts, related beverage, and event orders.
• Compiles and prepares event and program briefing packets as assigned.
• Serves as support staff on-site at assigned events and programs, as needed.
• Supports the coordination and administration of leadership programs from an events and travel logistics perspective.
• Supports the coordination and administration of policy programs from an events and travel logistics perspective.

SKILLS AND ABILITIES

• Ability to interact effectively with diverse people in different contexts and foster equity and inclusion through self-awareness, cultural sensitivity, and valuing others
• Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CSG duties, and be a responsible steward of member and donor funds
• Ability to balance and complete multiple projects with overlapping time constraints and deadlines
• Ability to act professionally and exhibit appropriate interpersonal skills in relationships with both internal and external sectors
• Ability to work well both independently and be an approachable, collaborating member of a team
• Excellent verbal and written communication skills
• Excellent proof-reading skills
• Excellent organizational skills
• Microsoft Suite, Quorum, and computer competency
• Travel by plane and vehicle, overnight and for varying lengths to fulfill duties and responsibilities as needed

EDUCATION AND EXPERIENCE

• Bachelor's degree required, or equivalent combination of education and experience
• Five or more years of work experience in program coordination, event planning, or related experience; experience in hospitality or related sector preferred
• Applicants with experience in events, conferences, and/or marketing, as well as a general understanding of government and/or the nonprofit sector preferred

APPLICATION INSTRUCTIONS

Interested candidates must complete the online application and include their resume and cover letter.

Qualified applicants will receive consideration for employment without regard to characteristics including but not limited to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. CSG is an Equal Employment Opportunity Employer.