Overview
Position Overview
Title: Events and Operations Manager (EOM)
Status: Full-time, 40 hours/week
Deadline to Apply: September 18, 2022
About Swissnex
Swissnex in San Francisco connects the dots between Switzerland and North America in science, education, innovation, and the arts. Located at Pier 17, Swissnex in San Francisco is an initiative of Switzerland’s State Secretariat for Education, Research and Innovation and is managed in cooperation with the Swiss Department of Foreign Affairs. Swissnex in San Francisco is a platform for innovation that brings together a broad range of partners related to international research and innovation such as universities, startups, creatives, and entrepreneurs in an interdisciplinary co-working community.
At Swissnex in San Francisco, we seek out what is new and discuss the possibilities of the future through a diverse program of events, exhibitions, study tours, trend scouting and startup acceleration. At our location at Pier 17, we invite audiences and partners to actively engage in the global exchange of knowledge, ideas and talent amongst our growing community of partners. We work collaboratively and in a complementary manner with our neighbors at Pier 17, the Consulate General, the Swiss Business Hub USA and Switzerland Tourism.
Description of Tasks/Job Objective
The Events and Operations Manager (EOM) reports to the Head of Space and Operations (HSO) and manages relationships with external stakeholders and vendors. The EOM is responsible for event management (including calendaring, planning, execution and follow up), facilities management, space capacity and general office support. The EOM plays a key role in community relations and organizational impact through events that contribute to Swissnex‘s impact and mission.
Key Responsibilities
Event Management (45% of time)
- Calendar: Maintain up to date systems for managing all events, including Google Calendar, Podio and Eventbrite. Create and maintain planning documents for all proposed and confirmed events.
- Liaison: Attend all event-related meetings and ensure timely and effective cross-learn communication at all times. Field all event requests from internal and external entities. Manage stakeholder relationships throughout the request and implementation process.
- Production: Produce and manage all events in the space and off-site, including but not limited to: confirming internal programs and hosted event production needs through advance meetings/communications; ensuring event alignment with Swissnex budget/capacity/space and human resources; oversee event set up (physical space prep, furniture arrangement, AV needs, catering…), run of show and tear down; and preparing a detailed list of roles and responsibilities. Manage outside vendors including caterers, AV specialists, performers and more. Implement a debrief of each event with stakeholders to address a matrix of evaluation criteria. Work frequent evening hours (balancing to a 40 hour work week or banking hours for future use) to accommodate a wide variety of events and programs.
Space and Capacity Management (40% of time)
- Space Capacity: Review all requests for space usage with the operations team and manage capacity at Pier 17. Liaise with program managers to ensure alignment with activities and identify impactful synergies. Going beyond logistics, play a key role in working with the HSO and each event/program organizer to provide creative insight into how the project can take advantage of the space and resources Swissnex has to offer. What will be memorable about the experience for partners and audiences?
- Facility: First point of contact for all space-related questions, including maintenance, repairs, security, access, keycards, and relationship with vendors and the Consulate General. Supervises janitorial team and, with the support of interns and staff, ensures beauty and order is maintained in all shared spaces including the reception area, conference rooms, social spaces and kitchen. Order facility-related supplies, organize storage areas and maintain various inventories of furniture, equipment, technology and more.
Mentorship and Office Support (15% of time)
- Mentorship: Provide mentorship and support to the Event and Operations Associate (EOA) and oversee their work on events-related tasks.
- Office Support: Assist with general office tasks including mail handling, ordering supplies, and onboarding/offboarding. Manage and occasionally staff reception area in partnership with EOA. Create and manage hosted event agreements and budgets (with Senior Manager of Finance and Administration).
Requirements
3–5 years of related experience. Experience in events logistics management, communication skills, facility management, basic AV knowledge, creative thinking, client and vendor management, real time problem solving, multitasking. Needs to have a can-do attitude, values helping people, and is excited about improving processes and systems. Team player who enjoys collaborating with others while also being able to work autonomously. Thrives in a fast-paced and fluid work environment and has the ability to work a flexible schedule that includes some nights and weekends. Able to perform the physical work required for producing events.
What We Offer
- A full-time position; start date ideally November 1st or before
- Compensation commensurate with experience and responsibilities in a non-profit setting ($75K–80K), 4 weeks of vacation, 10 annual holidays, sick leave, medical insurance.
- A creative, inspiring, multicultural, fast-paced, interdisciplinary, and team-oriented work environment
- Beautiful location at the end of Pier 17, next to the Exploratorium
To Apply
Deadline to apply is September 18, 2022. Interested candidates please apply via our website as soon as possible. This position was posted on August 24, 2022.
Very important: due to our legal status as an annex of the Swiss Consulate, we can only hire U.S. citizens or residents. There can be no exceptions.