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  • Events & Office Manager

    The Events and Office Manager role requires a positive, resourceful and reliable individual to oversee and manage the signature events for the Greater Austin Asian Chamber of Commerce (GAACC) and manage office operations and executive administrative duties. The ideal candidate thrives in a fast-paced role, is an exceptional team player, and has excellent organizational, event management, marketing, and time management skills. 

    This position reports to the CEO and has two distinct roles:

    Event Planning and Marketing – This role requires an individual who has proven experience with planning and executing large in-person events and multi-point video conferences. The position is responsible for managing all aspects of our signature events such as our Golf Fundraising Tournament, the annual Ovation Gala, and The Texas Asian Economic Summit. This position is tasked with researching and securing venues, negotiating quotes and agreements with vendors, assisting with marketing, acquiring event sponsors, creating the program schedule, and monitoring event timeframes and budgets. The candidate must have the ability to measure the effectiveness of marketing activities and strategy, possess strong project management skills, and the ability to think strategically while effectively coordinating many moving pieces.

    Office Management – This role serves as the primary point of contact for all matters pertaining to the administrative duties of the CEO & President. The candidate must demonstrate the proven ability to coordinate multiple projects and craft effective solutions to difficult issues in a fast-paced environment. Handle confidential content and information, including managing and maintaining GAACC internal and external calendars. Schedule executive meetings; including in-person, virtual multi-point video conferences, and webinars. Ultimately, this role will contribute to the efficiency of GAACC by providing personalized and timely support to the CEO.

    The Events & Office Manager is expected to actively contribute to a positive, professional, and respectful work environment and embrace the all-in commitment required to make GAACC a successful organization.

    Responsibilities

    • Manage and implement logistics for all GAACC signature events, special projects, webinars, and other assigned projects.

    • Create and manage sponsorship forms, including levels and deliverables, for The Texas Asian Economic Summit and other special events.

    • Creates, publishes, and contributes content for Summit social media as needed, as well as assists with web and email updates regarding event information.

    • Venue sourcing to place the meeting or event with the appropriate meeting space and other specifications to support each program

    • Plan and manage event budgets, monitor expenses, and manage costs at or under the set budget.

    • Process a series of post-event tasks that include timely payment of invoices, internal chargebacks, reporting, financial summary, and attendee evaluations

    • Assist an external Event Planner and other vendors in all logistics associated with GAACC events, including housing block, food & beverage, audiovisual equipment coordination, personnel and volunteer scheduling, registration site build, badges, souvenirs, meeting space specifications, offsite events, and preparation of pre-event communications.

    • Work closely with GAACC committee members to design or create signature event elements to support strategic objectives and program deliverables.

    • Coordinate and address logistic requirements with speakers and partner marketing teams or any external stakeholders

    • With the CEO, craft media releases, announcements, and other engagement materials and ensure that clear, consistent, relevant messaging is effectively communicated regarding topics including leadership announcements, programming, and general news.

    • Provide follow-up, clarity, and communication for each stage of marketing production assignments and regional sponsored events

    • Acts as a liaison with the Board of Directors, Committees, other departments, affiliates, and external partners; handling confidential and non-routine information.

    • Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance.

    • This position must utilize skills including team-based interaction, project management, goal setting, and administrative support.

    • Coordinates special projects and performs other duties as assigned.

    Minimum Qualifications

    • 3+ years of event management experience OR Bachelor’s degree in Marketing or Event Management or related specialization. 

    • Working knowledge of Google Suite/Workplace, Canva, MailChimp, CRM, Zoom Management, Social Media Management.

    • Demonstrable experience with Public Speaking and presentation skills.

    • Excellent demonstrable written and verbal communication skills.

    • Experience communicating at various levels of the organization and external stakeholders, customers, and vendors.

    • Experience with leading projects and managing timelines using tools like Notion, TogglePlan or similar.

    • Strong problem solving skills, looks for innovative and creative solutions and is solutions orientated.

    • The ability to lift 30 pounds occasionally

    Preferred Qualifications

    • Bachelor's degree with 4+ years demonstrable in event planning and marketing experience

    • Experience with generating reports and communicating event briefs and impact analysis.
       

    To Apply

    Please send your resume and cover letter indicating the position you are interested in, with salary expectations, and relevant work samples to career@AustinAsianChamber.org and qualified applicants will be contacted for an initial phone interview. Shortlisted candidates will be invited to a Zoom interview and final candidates to a final interview. Application without the above mentioned requirement will not be considered.