Director of Special Events Job Vacancy in San Antonio Chamber of Commerce San Antonio, TX – Latest Jobs in San Antonio, TX – updated today

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Company Name : San Antonio Chamber of Commerce
Location : San Antonio, TX
Position : Director of Special Events

Job Description : Summary Description of the Position’s Work and Contributions to The Chamber’s Success:
The Director of Special Events (DSE) job is to put together outstanding events that positively highlight the Chamber. Two factors critical to the success of every event are to achieve or exceed annually budgeted non-dues revenue goals and to have a well-attended event. In total, the Chamber hosts approximately 25 major events throughout the year.
Events include but are not limited to the following:
Conferences, networking events such as mixers, breakfasts and lunch-n-learns
Large scale business luncheons
Various staff and volunteer receptions both at our Chamber HQ or outside venues
Annual Gala, State of the City, State of the County, etc…
Virtual Events and webinars
The DSE is responsible for the following:
Coordinating Chamber Staff assignments for each event
Act as the events logistics point of contact up to and during the event
Maintain strong working relationships with Chamber vendors and suppliers to ensure that the Chamber receives competitive pricing on all event needs (venue, audiovisual, meals, flowers, stage and set-up, speaker gifts, parking fees, etc…)
Managing expenses and effectively negotiating with vendors
Seeking out new vendor relationships by utilizing our Chamber member database.
Facilitating any virtual event or webinar offerings
Seeking innovative virtual event platforms and tech enhancements to optimize in-person events/activations
Managing the Membership and Events Coordinator
Organizing Chamber Leisure Trips abroad
The DSE is a member of the CEO’s Principal Staff Team. Developing and maintaining strong collaborative working relationships with all members of the Principal Staff Team is a must. This is particularly important with Department Vice Presidents that generate the initial ideas for events and are integral to the event execution to include all Chamber departments.
This position also works collaboratively with the following internal departments in the following manner:
Finance – Work with the department Vice President on the development and management of individual event budgets, as well as the overall Special Event annual revenue goal.
Image and Communications – Work with the department Vice President and the appropriate Program Vice President responsible for the content and calendaring of the event and coordinate information necessary for the event’s promotion.
This position represents the Events department and participates in weekly Principal Staff meetings conducted by the Chamber President. At these meetings, the DSE will prepared to report on attendance, revenues/expenses, sponsorships and overall status of upcoming events. The DSE also attends and participates in Operating Council, Executive Committee and Board of Advisors meetings and assists with the logistics of these meetings working alongside the President’s Executive Assistant.
Essential Duties:
Provide logistical support for all events
Solicit sponsorships for events
Negotiate vendor contracts
Ensure budgetary goals are met for each event
Coordinate with the Communications Department all event sponsorship and logistic information to ensure documents created for an event are accurate
Maintain close working relationships with Chamber top investors and former Chamber Chairs
Make recommendations to Chamber top investors for the allocation of their sponsorship money
Create and manage all event entries into the CRM tracking all correspondence in regard to sponsorship and attendance for member profile
Supervise Membership and Events Coordinator to ensure accuracy of event registration and invoicing
Event menu selection based on program run of show and seasonal food preferences
For example, a preset entrée salad and dessert when programs involve many speakers with no opportunity for a break for service. Traditional plated meal when program allows time for a service break
In coordination with Program Department, secure appropriate speaker gift
Day-of management of all phases of an event execution. This includes but is not limited to complete coordination of service times, audio visual and stage set, floorplan, table placement and numbering accuracy, appropriate head table seating, floral and linen deliveries and placement (when used), overall feel and appearance, etc…
Work closely with Vice Presidents to ensure accurate program event timing
Decision Responsibilities:
Routinely negotiate contracts for support services for CEO/EVP final approval
Routinely make independent decisions in all areas of Special Events
In collaboration with Department Vice Presidents and based on event size and scope, assign staff necessary to accomplish various components of an event, i.e., registration, name tag management, greeters, at door payments, walk-ins, usher services, VIP seating, etc…
Education Requirements:
Minimum:
Associate Degree
Preferred:
College courses (Hospitality Industry concentration)
Certification in Event Planning, Conference Management
Preferred Experience Areas:
Event planning
Non-profit industry
Concentrating on Non-profit fundraising
Chamber of Commerce knowledge
Supervisory experience
Vendor contract negotiation
Project management
Event budgets and forecasting
Use of Customer Relationship Management (CRM) platforms
Skills & Abilities:
Clear and effective written and oral communication skills
Long term planning
Ability to organize and prioritize projects
Team player and ability to lead a group when necessary
Ability to envision and execute a high-quality, first-class event
Ability to maintain budget guidelines to ensure financial goals are achieved or exceeded
Ability to adhere to Chamber financial protocols
Position Requirements:
Reliable transportation
Flexibility for attending and/or responding to early morning and late-night meetings and inquiries as needed

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