Event Manager: Retreats, Non-Profit

Job Description

Job DescriptionJob Title: Event Manager: Retreats, Non-Profit Group/ Team: Event Management Employment type: FT, Salaried, Exempt Location: Seattle, WA Reporting to: Offsite Team LeadTravel Requirements: Around 10% of the time

OPUS AGENCY Opus Agency is a future-forward full-service global event agency with over 400 team members in the United States, London, Sydney, Singapore, and New Zealand. As we look ahead to 2025 and beyond, our profound opportunity is to shape the future of events in an increasingly AI-infused world. In an era where digital interactions often dominate, the authenticity of real-world connections will become paramount. Events will emerge as the #1 priority for CMOs, driving brand success and fostering deep, meaningful relationships with audiences. Our Event Management team plays a critical role in this vision, partnering with world-shaping brands like Microsoft, Google, and Salesforce, as well as an ever-expanding roster of category creators and fast-growing global brands. With these clients, we don’t just respond to change; we shape it by pulling the future forward and leading them into a new era of event marketing. As an Event Manager, Retreats, you will be at the forefront of this mission, driving innovative and impactful strategies that align with this events-driven vision for the future.
WHAT WE ARE LOOKING FOR The Event Manager: Retreats, Non-Profit serves as a planner for multiple onsite and offsite meetings, with an emphasis on team retreat planning for the foundation (typically ranging in size from 5 to 200 people), managing all aspects of coordination without regular supervision. This position will work independently and be onsite full-time at our client offices. YOU SHOULD HAVEEvent Management experience (minimum of 100 attendees or equal event complexity) required.Bachelor's Degree from a four-year institution is preferred.ESSENTIAL RESPONSIBILITIES

• Manage multiple convenings that may require AV, food and beverage, offsite dinners, site visits, registration, and travel with attendance ranging from 5-200
• Advise clients on site search results and makes thoughtful recommendations based on client’s needs
• Review and negotiate contracts on behalf of client such as hotel room block contracts, restaurant contracts, and local venue contracts in conjunction with GF events team, or independently, depending on size of meeting
• Manage project documents for convenings such as client meeting documents, contracts for venues (ex. restaurant, hotels), budget templates, BEOs, space plan/venue documents, timelines, and transportation plans
• Must be proficient in negotiations and establish good relations with vendors and works with vendors in securing needed materials on time, within budget and meeting requested specifications
• Regularly research and maintain a written resource of local and relevant event industry happenings, new venues, or offsite dinner locations for foundation events
• Supports onsite event team as needed during busier periods of events on the client’s campus
• Illustrate an understanding of international meeting coordination including succinct communication skills, international-used meeting terms, and ability to convey all event logistics with contacts who may have limited skills in the English language
• Learn EMS software (Event Management System) and regularly updates EMS with current event information
• Report to Opus manager and members of client event team on a regular basis to discuss project progress, challenges and solutions
• Maintain clear communication with manager and/or client, regarding special problems or exceptions to policies and procedures
• Share experiences, challenges, and solutions to benefit other team members
• Treat all proprietary information as confidential
• Participate in the quarterly client Events Team Meetings and attends other training sessions as required
• Represent the client’s stewardship and values in all tasks
• Follow established policies and procedures for appearance, timeliness, and safety
• Attain a thorough knowledge of Opus Agency's operating procedures and the overall operation of the company
• Utilize internal system for reconciling event-related charges; responsible for allocation of all charges and liaising with internal analyst on departmental charge-backs and tracking Ensure seamless coordination with internal and external event team by providing written, verbal and graphical status reports
• Use Excel and Word efficiently for reports
• Speak in company and client meetings
• Maintain a familiarity with event department resources (Manuals, SharePoint, etc.)
• Ensure appropriate coverage during any times out of the office
• Effectively perform work assigned in a timely, customer-centric, and accurate manner
• Supervise client communication and meeting management, including communicating with several internal clients on a regular basis
• Perform other duties as assigned

COMPETENCIES

• Creative problem-solving skills
• Understanding of event cycles
• Leadership skills
• Project / Task Management
• Autonomy / Self-Direction
• Team orientation
• Problem solving
• Professional written & verbal communication
• Microsoft Office & Google suite program experience 
• Displays critical thinking, organizational, and analytical capabilities.
• Strong project management and client management skills.
• Identifies risks and develops creative solutions
• Understands planning interdependencies
• Demonstrate strong verbal and written communication, presentation skills, email & memo writing.
• Ability to effectively prioritize workload on multiple projects & events simultaneously.
• Successfully perform in high stress, fast-paced environment. 
• Accept changes with short notice and tolerate frequent interruptions.
• Ability to maintain high levels of confidentiality.
• Work cooperatively with other employees, vendors, and clients.
• Portray professional presence through superior communication, presentation, promptness, and appearance.
• Always shows high level of ethics, integrity, and values

WHAT YOU CAN EXPECT IN RETURN

• Full time position
• Opportunities for growth and development
• Health & Dental Insurance (choice of plans)
• 100% Employer paid short-term disability and life insurance
• Opportunity to elect additional life insurance and LTD insurance at employee expense
• Paid parental leave
• Opportunity to contribute pre-tax dollars to flexible spending accounts
• 401(K) with employer match
• Flexibility in work schedules
• Generous time off

HOW WE’LL TAKE CARE OF YOU Our job titles may span more than one career level. The starting salary for this role is between $73,000 and $77,000. Our salary ranges are based on third-party national average market compensation analysis. The actual salary is dependent upon many factors, such as: training, transferable skills, work experience, business needs, and market demands. The salary range is subject to change and may be modified in the future. NOT SURE IF YOU SHOULD APPLY? Studies show that those identifying as under-represented individuals might have talked themselves out of applying at this point. Don’t worry about checking every single box. At Opus Agency, we are dedicated to building a versatile, inclusive team with a variety of backgrounds and a growth mindset - so if you’re excited about this role, but your past experience doesn’t align perfectly with every single item listed in this job description, we encourage you to apply. You may just be the right candidate for this role, or we may have other roles that better align with your skillset. PHYSICAL REQUIREMENTS: Individuals will be required to sit for the majority of the day and may be required to stand as needed. May require ability to ambulate primarily on a level surface for periodic periods throughout the day. Individuals may be required to travel via airplane, train, taxi, car and/or other means of transportation, as needed. The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice. OTHER DUTIES AND ACKNOWLEDGEMENT The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee/ candidate a general sense of the responsibilities and expectations of the position. Duties, responsibilities, and activities may change at any time with or without notice. This does not create an employment contract, implied or otherwise, other than an "at will" relationship. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.