Special Events Project Manager

ABOUT THE ROLE

ProfessionLX specializes in professional services where we engage our employees to empower them to excel for our customers. We are currently seeking fulltime Special Event Project Manager candidates to join our team in support of the George C. Marshall Center Garmisch Germany. This position will provide program management assistance services for organizational programs with the ability to monitor autonomously and execute events on a casebycase basis. The successful candidate will have at least 3 years relevant experience supporting event management and office administration. Fluency in English is required; proficiency in German is a bonus.

WHAT YOU WILL DO

• Provide program management assistance services including tracking the plans and intentions of program team leaders and handling details associated with funded events for between 3040 events annually. These duties involve monitoring coordination between program leaders and other working group chairmen Combatant Command (CCMD) desk officers U.S. Embassy Security Cooperation Offices (SCOs) and Partner Ministries of Defense (MoDs) throughout the region. Coordination will include the scheduling of events determination of event locations the selection and assignment of Subject Matter Experts (SMEs) the building of SME teams for deployment estimating costs and identification of support requirements for events.
  
• Fully coordinate events in order to generate an efficient and executable plan that meets organizational objectives and stays within defined budgets.
  
• Integrate the planned events into the GCMC program plan processes via the SharePoint or other Governmentdirected site and ensure all SMEs arrive at an event with the products to meet the particular event objective.
  
• Maintain liaison with the Operations Director Program Managers and the Operations & Administrative Support specialist.
  
• Consult past budget execution statistics in the PfPC Operations Calendar to assist in estimating costs for future events.
  
• Initiate event requests and communicate any changes to planned events in the Event Building Template (EBT) via SharePoint or other Governmentdirected site for submission to the Operations Director and Operations specialist to facilitate their update of Regional Center Personnel Activity Management system (RCPAMS) Resource Managers and the Operations Calendar.
  
• Coordinate with the NATO International Staff s Political and Security Policy Division in order to maintain a single integrated operational picture for each program.
  
• Input essential event information into the Government database via the Resource Requirements Worksheet (RRW) function on SharePoint or other Governmentdirected site.
  
• Match planned events to the GCMC Program Plan answer RFIs in a timely fashion regarding the scheduling and rescheduling of events monitor communications between leaders and others to determine identities of and changes to travelers in support of events advise volunteer SMEs of timelines and reporting requirements and handle pertinent issues associated with event facilitation.
  
• Identify potential obstacles to event execution and propose courses of action for resolution in a timely fashion to leadership.
  
• Conduct general facilitation of SME travel and event execution through regular liaison with RM Resource Specialist to ensure travelers are ticketed in a timely manner funds transferred (e.g. interpretation transportation meals lodging advance per diem) to the SCOs supporting events and SMEs are reimbursed in a timely manner.
  
• Ensure that presentation materials are processed for translation in accordance with established timelines that interpreters have been coordinated and that local transportation solutions are coordinated.
  
• Ensure a thorough planning process resulting in the smooth execution of highquality events.
  
• Manage dynamic events that conform to plans and Government objectives. These duties require close coordination with the Operations Director other Program Managers Admissions and Registrar Division and Resource Specialists. Ensure event scheduling
  and planning information is properly reflected on the Operations Calendar and weekly staff meeting slides.
• Travel may occasionally be required to various locations (particularly Europe Eurasia and the United States) and will be communicated as events are planned.
  
• Analyze the event execution report to Government on any changes to determined objectives or intent and coordinate contingencies.
  
• Receive participant team lead inputs or requests for future events clarify these inputs or requests and report these to Program Managers.
  
• Manage contingencies and provide recommendations for agenda and schedule adjustments accordingly or request the necessary resource requirements through the Operations Director or Program Managers to ensure that events continue to conform to the objectives.
  
• Conduct timely postevent closeout actions by capturing or coordinating After Action Report (AAR) comments and lessons learned in order to enhances future events. Review trip reports from team leaders and SMEs ensure the conversion of these reports into properly formatted and complete AARs that capture the pertinent data and ensure AARs are submitted.
  
• Track final costs per event and provide cost report to the appropriate Program Manager or RM representative to allow assessment of resource usage and resources remaining.
  
• Serve as the point of contact to coordinate responses to enquiries regarding programs under purview by leadership as necessary.
  
• Facilitate communication in the common language of English between speakers and readers of different languages due to the multinational aspect of the mission.
  
• Maintain a database of utilized contacts that is categorized by working group and specialty. Maintains a continuity record of duties timelines and stepbystep processes
  

Requirements

YOUR SKILLS AND EXPERIENCE

• Must have experience as an action officer program manager or other responsible position requiring the application of problem solving and time management techniques staff action processes and effective oral and written communication skills.
  
• Proficient using the following Microsoft products: EXCEL WORD POWER POINT and TEAMS. Must be able to perform database input and update functions.
  
• At least 3 years experience drafting correspondence and preparing written materials such as equipment status reports after action reports expenditure reports supply requests budget reports and personnel reports.
  
• Must be familiar with the countries and dynamics of the Eurasia area of responsibility with experience in the region. Experience working in an international environment particularly in organizations such as an Office of Defense Cooperation Office of Military Cooperation Defense Attach Office or the Marshall Center is preferred.
  
• Fluent in English reading writing and speaking.
  
• Proficient in German (B1 level)
  
• The ability to facilitate communication in English between speakers and readers of different languages.
  

YOUR EDUCATION

• High school diploma or equivalent.
  
• English fluency certification if not a native speaker.
  
• German fluency certification if not a native speaker.
  

Qualifications Able to read, comprehend, write and speak English fluently Have strong written and oral communication skills Be able to plan efficiently and organize, communicate, and manage diverse program requirements Have basic computer skills, working knowledge of MS Word, Excel, Publisher, PowerPoint, and Adobe Acrobat Ability to navigate web and social media sites and perform Internet searches Candidates must not be a current employee of the US Government