Read COVID-19 updates

Job Opening for MSC Event Manager & Executive Assistant for Leadership Development

June 02, 2021

Mountain Sky Conference of The United Methodist Church

Living in God’s grace and abundance as we lead a re-energized peaceful and compassionate

 movement to claim the life-changing love of Jesus Christ for ALL people

 

Job Description

 

Job Title:    Event Manager & Executive Assistant for Leadership Development 

Reports to:    Superintendent of Leadership Development and Director of Connectional Ministry

Department:    Leadership Development & Connectional Ministry

Classification:    Full-time, exempt

Date:        May 2021

 

Summary/Objective

This position manages project planning, preparation, and execution of logistics and registration for Mountain Sky Conference events: including, the Annual Conference session, Clergy Orders/Fellowship, Board of Ordained Ministry, and United Methodist Connectional events. In addition, this position provides administrative support, communication, and coordination for the office of the DCM and Leadership Development. With a vast geographical reach, there is exciting growth in digital spaces and building connections online.

 

Essential Duties/Responsibilities

  1. Manage registration and event planning for conference events, including but not limited to Annual Conference session, clergy retreats and leadership/vitality training. Responsibilities may include any or all of the following, depending on the event:

  1. Develop and utilize protocols and standards to guide event organizers in the registration process, event planning, program materials, etc.

  2. Assess registration needs with event organizers and create appropriate online registration platforms and communications.

  3. Work with the communications team to coordinate the design, review and organization of material for registration packets and publicity.

  4. Manage online registration process and fee payments.

  5. Process billing statements and refund requests as needed.

  6. Train volunteers or other staff in onsite registration procedures and event management.

  7. Attend events as needed to conduct registration and support event organizers.

  8. Maintain files, data and correspondence relevant to specific events/projects and/or to meet historical and legal needs.

  1. Oversee communication and facility arrangements with off-site venues and vendors.  

    1. Responsible for logistics related to amenities, meeting rooms and accommodations, including but not limited to audio/visual/lighting needs, displays, special meals and breakout sessions.

    2. Responsible for execution of all contract negotiations.

  2. Check for Safe Gatherings compliance through registration and report to the Host/Event leader.

  3. Monitor budgets related to the Annual Conference session.

  4. Conduct event follow-up as needed with organizers, participants, vendors, and venues.

  5. Prepare and edit correspondence, spreadsheets, and presentations as needed for events.

  6. Provide meeting support for the various boards, commissions, and teams related to Leadership Development and Connectional Ministries.

  7. Provide quality customer service to all internal and external constituents.

  8. Perform tasks with a high degree of discretion and confidentiality.

  9. Provide daily administrative support for the Superintendent of Leadership Development: 

    1. Record keeping and digital filing. 

    2. Answering phone/emails and relaying messages.

    3. Handle incoming correspondence as needed.

    4. Make travel and meeting arrangements.

  10. Manage the office of Leadership Development:

    1. Responsible for project planning and communication. 

    2. Manage contacts, invoices, and grants.

    3. Maintain files and information concerning relevant boards, commissions and teams.

    4. Coordinate monthly meetings for the Leadership Development staff team.

    5. Communicate with laity and clergy as needed.

  11. Work with Leadership Development staff to coordinate and plan events and programs; travel throughout the conference as needed.

 

Additional Duties/Responsibilities

  1. Attend and provide appropriate staff support to all Annual Conference Planning team meetings, annual conference sessions, and other events as needed.

  2. Provide excellent customer service and communicate effectively with various constituencies via email, phone and in person.

  3. Participate annually in continuing education.

  4. Other duties as assigned.

 

Supervisory Duties

  1. May supervise temporary contract workers hired to support annual conference registration and at other times as needed.

  2. Coordinate with staff to supervise & train volunteers as they assist with events.

 

Job Qualifications

  1. Knowledge, Skills, and Abilities:

    1. Proficiency with current digital tools for the office environment, especially: 

      1. MS Office 365 suite & Microsoft Azure

      2. Advanced skills with MS Office, especially Word and Excel

      3. Experience with event-related data management

      4. Experience working with the Google Suite of tools

      5. Video conferencing, such as ZOOM and Google Hangouts

      6. Database experience - pulling reports, entering data, forming new fields

      7. Basecamp, Dropbox and other cloud file storage/sharing tools

      8. Adobe InDesign 

      9. Ability and willingness to learn new software and related skills

    2. Excellent written and verbal communication skills, including ability to compose correspondence and reports, take minutes, proofread written documents, organize and respond to email/mail and phone calls on a timely basis. 

    3. Pleasant and professional manner while working in diverse forms of service and interacting with diverse constituencies.

    4. Willingness to participate in annual training in cross-racial/cross-cultural ministry

    5. Ability to manage multiple assignments and set priorities to meet the needs of multiple constituents.

    6. Ability to create and maintain organizational systems for conference information.

    7. Knowledge of the United Methodist Church structure and processes preferred.

    8. Willingness to engage in a continuing program of personal and professional development.

    9. Experience with event management and coordination (venues, vendors, logistics, hospitality, publicity, etc.).

    10. Efficient, organized and detail-oriented.

    11. Able to set priorities, work independently and meet deadlines in multiple areas of responsibility.

    12. A team player who responds well to direction and feedback, and can participate in the growth of the whole organization.

 
  1.  Education or Formal Training:

    1. Bachelor’s degree or higher 

 
  1. Experience:

    1. Minimum of five years of related professional experience.

 

Working Environment

General office hub for meetings and gatherings, but a primary professional home-working environment. Requires occasional weekend and/or evening work hours and travel.

 

Physical Demands

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. 

  1. While performing the duties of this job, the employee is regularly required to talk or hear. 

  2. This is largely a sedentary role; however, some filing is required; it would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. 

  3. The employee frequently is required to use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.

  4. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.  

 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.  Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

 

Mountain Sky Conference values a diverse workplace and strongly encourages women, people of color, LGBT individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. Mountain Sky Conference is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition or any projected category prohibited by local, state or federal laws.



To apply:
  1. Complete an online application.
  2. On the online application, submit a cover letter, resume and three references (one from a direct supervisor).
  3. Suitable candidates will be required to complete a background check.
No mailed materials will be accepted. Only complete online applications, with all materials uploaded, will be accepted. Applications will be received and considered on a rolling basis.  

Contact: Annie Arnoldy

Address: 19491 E Smoky Hill Rd Centennial CO 80015

Phone: 3033899459

Email:

Website: www.mtnskyumc.org