American Advertising Awards Project Manager

POSITION SUMMARY

To advance the purpose of KC Ad Club to support and servethe advertising and marketing industry in Kansas City by managing logistics for the local American Advertising Awards competition, and supporting the show committee and volunteers who are producing the annual American Advertising Awards Show.

The American Advertising Awards Planning Committee consists of three sub-committees: Event Planning, Entries, and Communications. The Awards Project Manager is responsible for leading the Entries team, while coordinating cross-team collaboration between multiple board committees.

POSITION DESCRIPTION

• Status: Part-time, Seasonal (20-25hrs per week, averaged over time, between September and March. 300-500hrs total. Note some weeks will be under 20 hours [September and October] while others will be 40hrs during Early Entry Deadline, Late Entry Deadline, Judging Weekend, the week following Judging Weekend and Show week. Expect to work full-time occasionally in late December, January and February.)
• Supervised by: KC Ad Club President & Vice President
• Works closely with: President, Vice President, Operations Manager, American Advertising Awards Committee, Volunteers, BoardMembers, Vendors, Show Sponsors.

RESPONSIBILITIES

General

• Initiate and maintain relationship with District 9 American Advertising Awards Representative for the current show year.
• Manage budgets, review contracts, maintain invoicing spreadsheet and work with accountants to pay all competition- and show-related invoices on time.
• Own American Advertising Awards Master Guidelines and keep team aware of next steps in the process in order to stay ahead of major deadlines.
• Support the VP (lead event planner) in following the developed master timeline and milestones for the show season (mid-October to mid-March)

Entries

• Act as club liaison to competition entrants, communicating deadlines, answering questions and supporting their needs via email and through the competition software.
• Lead efforts for forwarding entries, including following up with Silver winners and ensuring everything is accurately delivered to District 9 by the deadline.
• Support sub-committee with judging weekend.
• Work with sub-committee to ensure all entries are organized and ready for judging weekend.
• Own and triple check winners list to ensure accuracy, including working with the Event Production Lead to ensure accuracy of presentation and award announcements.
• Work with Committee Lead to manage Hanging Day activities.
• Gain complete working knowledge of competition rules & regulations and software, Open Water, and manage Entries process from Intake to Forwarding. This includes keeping Entries organized and safe at club-secured location.

AAA Committee

• Review sub-committee agenda notes to ensure connectivity/awareness between committee leads, keeping committees aware of cross-committee initiatives that may impact what they’re working on.
• Support committee with tasks, if needed.
• Work with sub-committee leads to keep everything organized on Google Drive.
• Coordinate questions and flow of information between sub-committees.
• Follow Master Schedule for all deliverables/major deadlines; help ensure these deliverable/deadlines are addressed at meetings and have a committee-member owner.
• Assist in proofing AAA communications.

Show

• Order trophies and all necessary supplies for show, as requested by Committee.
• Operate back of house during Day of Event.
• Follow week of event schedule developed by VP/Event Lead and ensure schedule is followed on day of event.
• Support committee as needed in producing the American Advertising Awards Show.

Sponsors

• Maintains relationships with Entries, Judging Weekend and Hanging Day sponsors.
• Helps maintain other show-related sponsorship relationships as needed.

QUALIFICATIONS

• Ability to take initiative and work independently without close supervision.
• Ability to handle sensitive information in a confidential and professional manner.
• Bachelor’s degree.
• Excellent interpersonal, verbal, and written communication skills required.
• Two years relevant experience, preferably managing budgets, events, complex long-term projects and cross-functional teams of volunteers.
• Demonstrate commitment to KC Ad Club’s mission to support and serve the advertising and marketing industry in Kansas City.
• Demonstrated general computer skills and ability to learn new computer programs quickly.
• Detail and task oriented.