Event Manager- The Family Wealth Alliance

Your opportunity

The Family Wealth Alliance connects the multifamily wealth community. We are the only membership organization focused on multifamily wealth firms: multifamily offices, external CIOs, high-end wealth management firms, trust companies, and the family office practices of private banks and law and accounting firms. Since 2003, we have curated a collaborative, peer-led network united by shared values and fueled by a desire to serve clients and the industry at the highest level.

Our membership represents the epicenter of industry thought leadership. We help our members build and foster key relationships through our vast resources, conferences, events, and peer networking opportunities, as well as industry-first research initiatives. Our Alliance Research arm has released more than 30 industry reports and benchmarking studies since our founding, establishing us as the authority on North American multifamily offices.

The Event Manager is responsible for overseeing all event logistics and project management for FWA in person events. The ideal candidate will be a detailed oriented problem solver with an ownership mindset. This position designs, establishes, and oversees the integrated logistical and administrative support needs of multiple, complex in-person events, conferences, and/or virtual events. An effective Event Manager assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops event budgets, manages venue selection and relationships, and negotiates and administers contracts.

In this role, you’ll be a key member of a small but mighty team with ample opportunities to build high-level professional connections and make significant contributions to a fast-growing organization. We are a boutique organization as well as a subsidiary of a large public corporation. The ability to embrace an entrepreneurial environment and act as a utility player supporting the entire team is essential. Experience in the family wealth/family office/ultra-high-net-worth (UHNW) industry is preferred.

This position reports to the Senior Director of Programs & Engagement.

The role is not available as fully remote. Must live within reasonable commuting distance from the following Charles Schwab campus locations:

• Westlake, TX
• Orlando, FL
• Lone Tree, CO

 Project Management

• Participate in weekly team meetings with programs and marketing leads to prepare for in-person events
• Oversee the run of show, pre-con meeting, staff coordination, and execution during all events
• Help create, manage, and adhere to the annual event budget
• Schedule and facilitate pre- and post-event meetings with the team to discuss event feedback and areas for improvement
• Identify areas for improvement and implement corrective actions as needed
• Develop and implement strategies to streamline event production
• Create and maintain documentation and guidelines for FWA events
• Stay proactive in identifying and addressing potential issues before they become problems

Venue Management

• Conduct venue site visits and make recommendations as applicable
• Prepare for and schedule general walk through of space, planning meeting, pre – con with venue staff
• Management, review, and adherence to venue contract
• Main contact to venue for all event related logistics, planning
• Manage attrition, contractual requirements relating to venue including contractual concessions
• Work to ensure best room capacities/sets/diagrams while adhering to current guidelines
• Confirm all facets of venue service including but not limited to front desk, housekeeping, bell stand, and banquets through creation of Event Function specifications and review of Banquet Event Orders
• Oversee general room block management, overflow, additional room allocation as needed
• Work with attendee housing registration, answer attendee questions as needed

Audio Visual

• Partner with programs team to determine A/V needs for all sessions, meetings and ensure the venue is prepared
• Negotiate the best rates and service - work with vendor through pricing comparison, orders, execution, and management
• Coordinate any video recordings and editing of sessions for post event viewing
• Coordinate event photography when applicable

Dine-Arounds

• Research and book locations of Dine-Arounds for all events
• Secure individual contracts with restaurants and keep sponsors (dinner hosts) informed
• Communicate attendee lists to sponsors prior to event
• Check for food allergies and alert host/restaurant
• Arrange and manage transportation to and from restaurants when applicable
• Manage/implement seating arrangements when applicable
• Create menus with sponsor logos for each dinner
• Refining and sharing Dine-Around scripts to all facilitators

Food & Beverage

• Review menus and budget to create menu solutions/options
• Manage all special needs, allergies, dietary requirements
• Ensure all food & beverage executed as planned on day of event

Signage

• Work with marketing to determine event signage, directional, clings, banners, etc.
• Lead venue walk-through to determine signage needs
• Manage process, orders, delivery and set up with signage vendor as needed

Vender Selection & Management:

• Effectively evaluate vendors based on criteria such as quality, reliability, cost, and service ensuring all service providers are appropriate for each event
• Build and maintain strong relationships with venders to ensure their continued commitment and responsiveness to FWA events
• Ensure all vendors comply with company policies, industry regulations, and legal agreement requirements

Team Collaboration:

• Work closely with cross-functional teams to ensure alignment and support
• Foster a collaborative and supportive work environment
• Perform other related duties and strategic projects as required to support the firm’s goals and objectives

What you have

This position requires strategic, integrated decision making in the logistical planning of multiple, complex meetings, conferences, and/or other events. Outlined below are additional skills required:

Qualifications

• 7+ years of event planning experience
• Bachelor’s degree
• Experience in project management preferred
• Knowledge of event planning principles, requirements, procedures, and available resources
• Knowledge of conference facilities, staging, technology, and equipment
• Knowledge of finance, accounting, budgeting, and cost control procedures
• Ability to negotiate and manage contractual arrangements

Organizational Skills

• Detail-oriented with exceptional follow-through
• Ability to manage time, prioritize, and multitask effectively
• Take pride in completing tasks on time with quality and reliability
• Identify and resolve issues promptly

Communication Skills

• Prompt, polite, professional, and effective communication via phone, email, and in person
• Clear and concise communication with attention to detail, including accurate spelling and grammar
• Professional poise in all interactions

Motivation and Energy

• Creative and self-directed problem solver
• Take initiative and seek increased responsibilities and developmental growth opportunities
• Patient and adaptable to evolving business needs; comfortable with frequent changes in routine and process

Technical Aptitude

• Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) on Windows OS
• Comfortable learning new technical skills as needed, including videoconference and webinar software, CRM systems, and calendar platforms

In addition to the salary range, this role is also eligible for bonus or incentive opportunities.