Employer will not sponsor visas for position
Coordinates the development, planning, and execution of corporate sponsorships and strategic internal and external events.
Individual works on a variety of events, handling project management, running client relationships and producing high-quality events. Duties include preparing budgets, ensuring cost-efficiency and providing periodic progress reports to appropriate management staff for each project as applicable. Individual oversees timelines, vendors and community partners, and manages workloads and event communication materials, promotions and post-event wrap-up/reporting as applicable.
Visualizes events from start to finish and organizes and executes the steps that must be taken to achieve successful results, setting work and task priorities, and meeting deadlines in a highly dynamic environment. Individual recommends best practices and provides proactive, seasoned counsel on how to meet goals. Proposes new ideas to continuously streamline and improve event planning and implementation.
Works collaboratively and effectively as a member of a diverse team, all dedicated to G&PA departmental goals, and delivers successful large-scale events while working on a multitude of projects at once and maintaining the corporate voice. Individual is responsible for quality, accuracy and content, adhering to CITGO brand guidelines to ensure consistency and preservation of brand equity.
High School Diploma or equivalent required.
College Degree (Bachelors Level) in Communications, Public Relations, Marketing, Events Management, Business or related field preferred.
The minimum number of years of job related experience required by this job is 5 years job related experience with degree; 9 years experience if no degree.
- Previous multi-task, multi-projects responsibilities in a fast-paced environment required
- Ability to meet deadlines and prioritize on a daily basis
- Able to work with a diverse group of people in a wide variety of projects
- Excellent verbal and written communication and writing skills
- Knowledge and experience in project management, administration, marketing, event planning and budgets
- Must be proficient or at least intermediate level skills in Access, Excel, Power Point & Word
- Must be proficient in SAP application
- Position requires at least 50% of travel time
- Able to speak spanish preferred
Manages the planning, development and implementation of CITGO events related to corporate programs such as the Heating Oil Program and the Energy Efficient Lighting Program, and assigned Venezuelan cultural programs. Directs negotiations with venues, books event spaces, and ensures appropriate set-up to meet the quality expectations of the corporation. Conducts research, makes site visits and identifies resources to help department make decisions about event possibilities. Serves as liaison with vendors on event-related matters. By event, establishes a list of logistical deliverables, to include a timeline for each. Supervises or directly manages all aspects of meeting planning to include budget management, contract negotiations, site selection, meeting space, F&B, A/V, entertainment, transportation, accommodations, presentations and other necessary elements. Ensures that travel and protocol arrangements are completed for VIPs. Coordinates all event elements and logistics, including working with Corporate Communications to design necessary communications and promotional support for assigned programs, including posters, announcements and other materials. Designs promotional prizes/giveaways, and successfully executes promotions and events. Fully briefs CITGO attendees on the specifics of the events, including but not limited to providing information about external VIPs in attendance. Works with Procurement and Legal on the negotiations with travel companies, hotels and other service providers, as required. Manages or supervises key contractors and vendors, and internal resources to ensure timely delivery and flawless execution within budget guidelines. Supervises on-site execution and directs partner representatives and internal staff to ensure successful results. Ensures all vendors are set-up in SAP and payment is made on-time, per company procurement policies and procedures.
Creates event tracking and post-event reporting in accordance with company guidelines. Conducts post-mortem meetings with all relevant parties to review areas for improvement for future meetings. Archives and creates status and final reports, presentations for meetings, and others documents as requested.
Supports department’s management in developing and publishing Sponsorships evaluation criteria and guidelines, and reviews periodically for relevance. Proactively seeks and recommends upcoming events and sponsorship opportunities based on corporate visibility, key audience interaction and promotion of CITGO brand. Reviews, designs and executes corporate sponsorships by analyzing and researching the background of 501(c)(3) organizations, community groups and energy sector organizations such as the AFPM, Greater Houston Partnership and the Institute of the Americas, and makes recommendations regarding the relation and specific sponsorship opportunity to determine overall value and return on investment for CITGO, per established guidelines. Negotiates (within Procurement Guidelines) with prospective sponsored organizations to maximize return on investment based on brand exposure, long-term partnership potential, senior management engagement, employee engagement, etc. Ensures compliance with corporate sponsorship policies and requirements. Prepares reports, spreadsheets and any necessary documents to track events and sponsorships and other assigned projects on a weekly basis. Manages sponsorships activations including working with Corporate Communications to design and complete all deliverables from CITGO, and works with the support of the Corporate Programs and Events Analyst on sponsorship activation pertaining employee engagement activities. Completes reports on program performance and results as applicable, including number of attendees and other measurable outcomes as well as qualitative analysis. Ensures all requests for sponsorships receive a response and is documented accordingly. Manages relationship with existing corporate sponsorship partners as to maximize the benefits from the partnership. Coordinates hospitality at various sports sponsorship events. Verifies guest lists, tickets, credentials, F&B, and other delegated responsibilities.
Coordinates the planning of G&PA external events including luncheons and relations with chambers of commerce and universities, cultural event partners and any other special activities or programs as applicable.Fully briefs CITGO attendees on the specifics of the events, including but not limited to providing information about external VIPs in attendance.
Supports other special projects as assigned in connection with Communications, Relations and Corporate Social Responsibility efforts as needed, including but not limited to support requested by Office of the President.