Job Summary:

The Event Manager position is responsible for managing logistical planning and execution of high-quality events and meetings globally. The individual will ensure that ICANN and community priorities are reflected in event planning and execution. They will also maintain high professional standards and procedures for the logistical production of events, aligning with the image and reputation of ICANN.

Key Responsibilities & Duties:

• Ability to independently plan, lead and manage logistics for all sizes of face-to-face events including ICANN’s major meetings that take place around the world three times every year. This includes contract execution, A/V coordination with the production team and venue, room setup, catering, housing, transportation, and registration.
• Manage relations with Design and Production team to ensure effective collaboration with the event planning team.
• Provide on-site management to ensure proper execution of arrangements and logistics, handling high-pressure circumstances and providing solutions as needed.
• Evaluate all projects/events in meeting/event planning for ICANN meetings, conferences, and workshops. Work with appropriate staff to ensure high-quality service delivery and strive for continuous improvement.
• Collaborate with internal teams, such as Meetings Technical Services (MTS), Legal, Procurement, Communications, Finance, E&IT, and others, to ensure events are implemented with stakeholders and the best services are provided at reasonable costs.
• Collaborate with team leadership to contribute to the development of strategic long-term goals, policies, and procedures for the event planning team.
• Continuously assess event effectiveness, track industry trends, and make recommendations for improvements to internal and external constituencies.
• Manage the configuration, operation, and analysis of vendor RFP and purchasing processes.
• Manage communications between the event planning team and other functions through enhancing visibility on platforms like e.g., weCANN. Prepare blogs/announcements and improve posted documentation, training materials, and other related items for staff and the community.
• Foster collaboration with departments such as Meetings Technical Services and the Communications function to ensure accuracy of services and event requirements.
• Recommend potential event sites, plan, and participate in site inspections, and negotiate acceptable contracts with conference venues and vendors, including hotels, destination management companies (DMCs), shuttle companies, and other necessary vendors.
• Develop project plans and budgets, manage purchase orders and payments, and reconcile budgets related to contracted vendors.
• Work closely with the Security Operations team and ensure compliance with all required safety and security protocols for events, prioritizing the well-being and security of all participants.
• Other duties as assigned or requested.

Required Knowledge, Skills, and Abilities (KSAs):
(Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

• Proven experience in planning and executing events of varying sizes and complexities across multiple time zones and countries, often managing overlapping timelines and regional requirements simultaneously.
• Strong project management and organizational skills, with the ability to handle multiple tasks and prioritize effectively.
• Excellent interpersonal and communications skills; able to foster collaboration with internal teams and external stakeholders.
• Expertise in vendor management, contract negotiation, and budget management.
• Familiarity with business and regulatory issues, safety and security protocols for event planning and execution.
• Excellent cross-functional management skills in a highly diverse workforce across multiple languages, cultures and geographic locations.
• Proven ability to work independently with minimal supervision, with a demonstrated history of managing meetings and events autonomously from planning to execution.
• Strong attention to detail with the ability to maintain accuracy and consistency under pressure, ensuring nothing is overlooked in a fast-paced environment.
• Strong oral and written communication skills. Communicates complex ideas clearly, anticipates potential objections and persuades others.
• Excellent organizational, administrative, problem-solving and negotiation skills, including the ability to handle a variety of complex projects and assignments simultaneously
• Expertise in Event Management Software (EMS) and knowledge about different event technology platforms.
• Proficiency in Microsoft Office Suite, Adobe Professional skills, and comfort with using Zoom, Slack and other relevant platforms for virtual meetings and collaboration.

Education and Experience Requirements:

• Bachelor’s Degree required.
• Certified Meeting Professional (CMP), or other relevant certification strongly preferred.
• Minimum eight (8) years of international event operations and management experience in the corporate/business space or Master degree with minimum 6 years of experience.
• Proven experience planning and executing events with 2,000+ attendees from multiple countries.
• Proficiency with event management software (e.g., EventsAir, Cvent, Zoho CRM, etc.)

Language:

• Fluency, both written and spoken, in English is required
• ICANN is a global organization that values diversity; preference will be given to candidates with demonstrated skills in additional languages besides English

Working Conditions & Physical Requirements:

• Comfortable working in a dynamic, international environment that may require flexibility with time zones and availability outside of standard business hours, including early mornings, evenings, or weekends to support global teams and events.
• Ability to travel extensively up to 30–40% of the year, up to two weeks at a time, for site inspections, preparatory meetings and events both domestic and international.
• Availability to work from the ICANN office regularly.
• Work is performed in a normal office environment with limited privacy and some exposure to background noise
• While performing the duties of this job, the employee is frequently required to stand and walk. The employee regularly is required to sit. The employee is frequently required to talk or hear; use hands and arms to reach, handle or feel. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
• The employee is frequently required to lift and/or move up to 50 pounds.