Overview
Sustainable Brands® is the vanguard of brands enabling business and society to thrive in harmony with nature. Since 2006, our mission has been to inspire, engage and equip today’s business and brand leaders to prosper for the near and long term by leading the way to a better future. The company operates conferences world wide, executive and affiliate membership programs that enable collaboration across brands and their supply chains, a vast digital library of sustainability-related resources, and tools for assessing and encouraging sustainable behaviors within brands and their consumers.
Our team is a diverse mix of media, sustainability and business professionals. Our people are changing the fundamental business conversation from solely profit to purpose, people and passion. Passion to build a world of better brands. We are a team of fun, generous, and curious individuals who believe in the role brands and business play in creating a sustainable and regenerative future. If you are inspired by working with others whose purpose is to have a lasting impact on the world, you’ll fit in well here.
The events program manager role will report to the VP of Events, and will work closely with other members of the event team, across multiple disciplines (program/content development, events, marketing and business development). The ideal candidate will have a passion for collaboration, be detail oriented, and possess strong communication skills (verbal and written); with an interest in producing live and digital conferences and events for critical stakeholders in the sustainability and social impact space. Our team works 100% remotely, with travel required to live events typically less than 10%.This role can be based anywhere within the United States.
Day to day, this role involves:
- Partnership: You’ll work closely with the VP of Events to understand priorities, and functions that require operational and project management support. Ensure that assigned projects progress efficiently and accurately, while keeping team members aware of necessary details and updates.
- Flexibility: You'll be ready to deal with regular changes that can happen on the fly and lead with an understanding of how to prioritize. Expect to be shifting quickly between a variety of projects in support of our Events and Webinar lines of business.
- Goal-orientation: You’ll support the recruiting of world-class C-Suite speakers, ensuring they’re supported every step of the way in a timely and professional manner. You will also support our webinar team with administration tasks to help keep clients well informed and supported.
Roles & Responsibilities
Reports to: VP of Events
Event Operations
- Manage the live event volunteer program including reviewing volunteer applications, pre-event email correspondence, creating volunteer schedules and roles, training and managing volunteers on-site, executing post-event surveys and tracking volunteers in Salesforce
- Create and update the event program schedule in Salesforce
- Create event discount and tracking codes as assigned. Ensure codes are properly documented within Salesforce.
- Manage event content publishing including proofreading, and executing updates for on-site signage, event mobile app, and Salesforce to ensure all programmatic pieces are aligned.
- Manage deadlines for content deliverables for team review and oversee final proofreading in collaboration with the marketing team.
- Manage the Live Event Team Asana boards by adding, organizing, and sorting tasks and communicating deliverables with the team.
- Assist team as needed in responding to customer inquiries for event registration fulfillment and customer service.
- Other duties as assigned.
Sustainability and Strategic Partnership Coordination for Events
- Work with event venue to determine how we can get them up to our standard and beyond (and leave a sustainability legacy at their hotel)
- Find sustainability partners and offsets for each event
- Work with partners pre- and post- event for logistics and tracking of metrics
- Determine how to connect SB’s 9 behaviors to our sustainability partners and efforts
- Work with marketing team to externally communicate our sustainability efforts and programs
- Tracking all Sustainability Partnerships in Salesforce
- Find new ways to engage with event area community, potentially through sponsorship opportunities
- Help track and report overall event sustainability for sustainability report
- Work with internal team to share report in SB’s voice to SB’s community
- Work with VP of Events to identify and formalize strategic and in-kind partnerships in coordination with defined objectives
- Facilitate strategic partnership agreements and barter/in-kind agreements with standardized agreements
- Tracking deliverables of both strategic partners and SB PBC deliverables
- Create sustainability report and other event-related recap reports
Speaker Services Assistance
- With the event content team, track all confirmed and rejected speakers and contact/organization information.
- Assist Director of Event Content with vetting content topics and speakers by holding introduction calls. Send email communications to all speakers regarding their status. Correspond with speakers on any questions or follow up required.
- Send speaker agreement to all confirmed speakers, including speaking engagement details and financial agreements.
- Collect headshots, speaker bios, company logos, and social media links for speakers and keep the records updated and accurate in Salesforce with an eye toward building out optimization processes.
- Manage the lifecycle of a speaker once they’ve been confirmed to speak at an event; answering pre-event questions, supporting them through the day of their presentation and answering any post-event questions.Schedule and lead speaker introduction preparation calls in junction with Director of Event Content
- Create supporting documents for speaker logistics, including the speaker website, all room set expectations and presentation requirements (including necessary formats).
- Work with the in-house design manager to create a presentation template (SB branded).
- Oversee the lifecycle of breakout room cover/housekeeping slides
- Run Speaker Orientation and pre-event communication, including creating calendar holds
- Collect and approve speaker slides (recommending edits if necessary)
- Post event speaker survey collection
- On-site Support - Speaker registration, logistics, on-site technology requests, supplies, and day-of readiness
Webinar Operations
- Keep related tasks updated and accurate within Asana
- With the help of higher management, schedule all webinar client meetings (onboarding, tech check, webinar meeting, etc)
- Communicate with webinar clients pertaining to their content and schedule (track down if unresponsive)
- Create webinar registration pages
- Create webinar Pardot campaigns (form, list, and all emails)
- Provide Q&A technical support during the webinar when necessary.
- Update appropriate calendars and documents related to client webinars
- Schedule webinars in zoom, newsletter, online advertising and editorial sponsor fulfillment
- Create and send the post webinar “impact report”, including all metrics (attendance and registrations).
Skills & Experience
- 2+ years of experience working in the sustainability field preferred
- 2+ years in conference planning or engagement roles and an understanding of the critical role of customer engagement
- Skilled in managing multiple projects across teams while meeting tight timelines
- Experience scheduling and running meetings, including agenda setting, and leading conversation with C-Suite stakeholders
- Proficiency in Google Suite, Asana, Zoom, MS Office Suite, Stova (or other registration platform), and Salesforce. Strong verbal and written communication skills and adeptness with clarity, details, and follow up
- Strong attention to detail and proofreading skills
- Quick study on new software platforms.
Why You?
You are a fast learner, inquisitive, and passionate about purpose-driven businesses. You are interested in creating meaningful interactions and impact through supporting SB’s conference and webinar events. You bring positive energy and collaborative spirit to work everyday, understanding the importance of collective success.
Diversity, Equity, Inclusion, and Justice at Sustainable Brands:
At Sustainable Brands, we're not just aware of the importance of diversity, equity, inclusion, and justice (DEIJ) — we're actively committed to it. We aspire to build a team as diverse as the communities we serve, championing an environment where every individual is celebrated for their authentic self. Here, barriers to inclusion are dismantled, ensuring equal opportunities for all to flourish. Join us on this journey to embed DEIJ within our organization and beyond, making a lasting difference in the world.
Together, let's redefine the future of commerce through sustainability and innovation.
