Job Posting | Events Manager

NumFOCUS is seeking an Events Manager to oversee the educational event series PyData! We are looking for a strong leader with 3+ years experience planning multiple large conferences and events. For information on the position and how to apply, please review the job description below:

Job Title: Events Manager

What Makes This Job Awesome

You will be working with a small team of friendly and dedicated nonprofit professionals. NumFOCUS staff supports the international community of researchers and data scientists whose work accelerates life-changing research and scientific discoveries that benefit humanity. (Our community is made up of lots of brilliant and passionate people!) We envision an inclusive scientific and research community that utilizes actively supported open source software to make impactful discoveries for a better world.

Our team works together closely, and we support one another to do our best. We enjoy flexible scheduling, and we prioritize life outside of work.

We enjoy generous benefits that contribute to our wellbeing and success, including:

• 4 weeks paid time off
• 11 paid holidays
• 8 weeks paid family leave
• Health insurance
• Dental insurance
• Vision insurance
• Healthcare FSA
• Dependent care FSA
• Short-term and long-term disability insurance
• Life Insurance
• Accidental death and dismemberment insurance (in addition to life insurance)
• 401(k) plan
• $50.00 monthly internet stipend
• Annual staff retreat
• Professional development opportunities

The Events Manager enjoys opportunities to travel to other cities in support of our programs and events. You can expect to spend about 10–20 days a year traveling.

Position Overview

The primary role of the Events Manager is to manage and oversee NumFOCUS’ educational event series PyData. PyData is our flagship educational program which brings together members of the scientific computing community through conferences and Meetups all over the world to collaborate and share knowledge. In addition to PyData, NumFOCUS also plans events on behalf of our sponsored open source projects.

You will work closely with our events team, community organizers and volunteers, and other staff to organize events. In this role, you will be responsible for overseeing our event program as a whole, working with the Director of Events and Resources to determine the year’s event calendar, and convene and work with event committees to ensure events are successful and meet organizational goals. You will also support our 205 PyData Meetups, located in 70 countries, and organized by local community leaders. You will work with the Communications team to market our events and ensure that attendance is high. You will also work with our corporate partners to secure and onboard event sponsors. You will travel to many of the events and act as the MC and on-site manager of event activities and logistics. After an event has concluded, you will gather feedback from attendees and update our PyData Youtube channel with new content from the event.

About NumFOCUS

NumFOCUS is a 501(c)(3) nonprofit organization that promotes open practices in research, data, and scientific computing by serving as a fiscal sponsor for open source projects and organizing community-driven educational programs. We are global in scope but operate out of our headquarters in Austin, TX.

More information on our mission and programs is available on our website: www.numfocus.org

Our Core Values are the guiding principles by which NumFOCUS makes decisions and defines our culture.

• Inclusivity: Commitment to diversity and a welcoming, friendly community.
• Transparency: Open access creates a collaborative community in which the best ideas can come forward.
• Curiosity: Passion for learning and commitment to scientific inquiry.
• Collaboration: The best ideas come from a diverse group of individuals working together.

We believe in the inherent worth and dignity of each person regardless of race, color, religion, sex (including gender identity and pregnancy), sexual orientation, parental status, national origin, age, or disability. Our goal is to create a more diverse scientific community and staff, so we encourage those with diverse backgrounds to apply.

About You

You’re a people person and a strong leader. You are able to keep staff and volunteers on task and focused on what’s most important. You’re Flexible. You know when to go with the flow and when to stand your ground when it comes to planning decisions. You’re resourceful. This makes it easy for you to find solutions when something goes wrong at the last minute (and it will!). You have a knack for multitasking, and you are able to keep multiple “spinning plates” in the air as you juggle competing priorities (and people). You’re decisive. You’re quick to decide the best course of action and stick to it in the midst of changing circumstances.

Responsibilities

• Create and manage the timeline, program, and task list for all events
• Lead event planning and production meetings and discussions
• Coordinate and manage NumFOCUS’ involvement with sponsored project conferences and events
• Work with conference volunteer committees to create event programs and secure keynote speakers
• Organize and lead collaboration with the Marketing Team on event concept, graphic design/production/printing, and event marketing
• Negotiate costs and services with vendors; book event spaces, arrange catering, order supplies, hire and coordinate with videographers, and make travel arrangements.
• Coordinate the logistics for shipping supplies and staff travel to the event location
• Secure volunteers; manage the staff and volunteers working at each event
• Work with venues to create/revise room layouts/seating arrangements for each event as necessary
• Manage on-site production and clean-up for events
• Create event sponsorship packages and oversee the solicitation, securing, and onboarding of sponsorships.
• Organize and manage the invitation, registration, and attendee check-in processes.
• Manage follow-up with vendors, sponsors, and staff members following each event

Required Skills

• 3+ years experience planning multiple large conferences and events. NumFOCUS events span the globe and range in size from a few dozen to over 2,000.
• Experience planning online events. You will be helping to organize PyData Global, an annual online conference for over 2,000 community members. We also support events organized by our sponsored projects that can be online or hybrid.
• Experience managing staff and volunteers. You will work closely with regional planning committees and the Events and Digital Marketing Coordinator to plan and execute each event.
• Must be detail-oriented, task-driven, reliable, and able to complete work on time. We will depend on you to independently complete work that is essential to the success of our events and programs.
• Outstanding interpersonal communications skills, both oral and written. You’re comfortable interacting with a wide variety of people on a daily basis. You can communicate clearly and effectively. You understand that conference committees are made up of passionate volunteers and make it your mission to help them create the best event possible for their community.

Preferred Qualifications (nice-to-have, not required):

• Experience planning events for international audiences
• Familiarity with open source data science communities and tools
• Experience planning tech conferences

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

You’ll know you’re successful if…

• You have a great relationship with local planning committees, sponsors, and vendors and keep event logistics running smoothly through timely communication and check-ins.
• Event attendance is high, and local event volunteers are engaged and excited to plan their next event.
• Our events program is expanding to new countries and continents, and revenue from events is growing in proportion to other funding sources.
• Attendees are enjoying our events, as evidenced by largely positive post-event surveys.

Application Instructions

Email your resume and a cover letter detailing your interest and relevant experience to hiring@numfocus.org with the subject line, “Events Manager.” Applicants must be eligible to work in the United States and willing to submit to a criminal background check. This is a full-time remote position.