Associate Event Manager

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N4 Solutions, LLC is seeking an Associate Event Manager to support our customer the National Institute Health of Neurological Disorders and Stroke logistic support for virtual, hybrid, and in-person events.

This position is contingent upon passing a government suitability test.

Roles & Responsibilities :

• Lead kickoff and ongoing planning calls with clients to clarify event requirements, strategize, provide guidance, and share project timelines to ensure successful event execution.
• Prepare and distribute requests for proposals to identify suitable venues for accommodations and event spaces; negotiate favorable contract terms;

and submit venue contracts for approval.

• Manage vendor agreements for event-related services, including audiovisual, food and beverage, materials, and ancillary services, ensuring all requirements are met.
• Coordinate travel logistics and distribute relevant information to attendees, speakers, and sponsored travelers.
• Arrange travel for sponsored attendees, including air travel, ground transportation, and lodging.
• Process reimbursements and honoraria according to client and / or corporate policies.
• Develop and manage meeting websites, online registration systems, and virtual event environments.
• Organize communications with speakers, including logistical details, registration, and collection of bios and presentation materials.
• Create and provide meeting materials such as name badges, table tents, agendas, and print collateral.
• Communicate with attendees through distribution of save-the-date notices, invitations, logistical information, and post-event surveys.
• Track, monitor, and reconcile event expenses to ensure budget adherence.
• Develop and finalize the Run of Show for live-event support to ensure smooth operations.
• Provide onsite support, including liaising with the venue and vendors, managing registration, handling emergency preparedness, and addressing ad hoc activities as needed.
• Support virtual events by researching platforms, providing attendee instructions, coordinating captioning and transcription, hosting dry runs, and managing the overall attendee experience.
• Perform additional duties as assigned.

Minimum Qualifications :

• Bachelor's degree from an accredited university paired with 1+ years of applicable experience
• Strong verbal and written communication skills
• Strong organizational skills with the ability to prioritize and multi-task
• Proficient with Microsoft Suite, SharePoint, and Adobe
• U.S. Citizenship

The N4 Solutions Equal Employment Opportunity (EEO) Policy is to provide a fair and equal employment opportunity for all employees and job applicants regardless of race, color, religion, national origin, gender, sexual orientation, age, marital status or disability.

N4 Solutions hires and promotes individuals solely on the basis of their qualifications and achievements for the job to be filled .