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INDIANA BLACK EXPO, INC.

Events Director

Position Description

Department: Events


Reports To:  President and CEO


Direct Reports: No


EmploymentStatus: Full-Time


FLSAStatus: Exempt


PayStatus: Salary

Position Summary

The Events Directorleadsthe development, planning, execution and sales of the annual Summer Celebrationexhibition hall, Circle City Classic®, and other year-round events for IndianaBlack Expo, Inc. The Events Director is responsiblefor assisting the President and CEO and IBE senior leadership team witheffective coordination and implementation of all events to advance theorganization’s mission.

Duties and Responsibilities

  • Oversees Coordinators and Managers forthe Summer Celebration, Circle City Classic, and year round events

  • Responsible for the execution of allevent sponsor deliverables

  • Negotiates vendor agreements forSummer Celebration, Circle City Classic and year-round events

  • Builds and maintains relationshipswith vendors, exhibitors, and program committee chairpersons

  • Leads the development, implementation and execution of events and attractions surrounding the Summer Celebration and Circle City Classic, including the three-day Exhibition Hall, All White Affair,Free Concert, Corporate Luncheon, Paid Concert, Health Fair (liaison), Celebrity Basketball Game (liaison and sponsor deliverables), Employment Opportunity Fair,Fashion Show, Cultural Arts Pavilion, HBCU football game, Parade, Sponsor &VIP Reception, Coaches Luncheon and other events as assigned

  • Works closely with the Indiana Convention Center, Lucas Oil Stadium, caterers, certified decorator, graphic designers, promoters, ad agencies, marketers, security companies and other vendors that are associated with the implementation of Summer Celebration, Circle City Classic

  • Manages and maintains the Events department budget

  • Maintains databases of exhibitors and manages exhibit floor layout and exhibitor assignments

  • Works directly withConvention Center decorator and IBE’s Finance Department on the exhibitor and event sales, and financial procedures for events

  • Independently compiles and preparescorrespondence and reports relating to, and on behalf of the President, and develops presentations and briefings as required

  • Edits, proof reads and reviews items prior to distribution and/or President’s signature

  • Assists withthe creation and preparation of presentations (particularly PowerPointpresentations) as well as possesses the ability to independently createwell-polished presentations

  • Exercisesexcellent judgment and discretion with confidential or sensitive materials

  • Manages multiple priorities and works effectively under tight deadlines

  • Manages calendars to include the coordination of meetings

  • Performs other duties as assigned

This position requires a Bachelor’s Degree in Event Management and 7+ years’ experience in project management and managing and coordinating events and programs at the departmental level.   The Event Manager in partnership with the President and CEO must establish and maintain corporate relationships, and manage and coordinate volunteers.  Proficiency with Microsoft Office, MS Office, including MS Word, Excel, PowerPoint, and Outlook is required.

 

Human Resource/Accounts Payables Coordinator

Indiana Black Expo Inc.

Position Description

Department: Operations

Direct Reports: No

Report to: VP of Operations and Projects and Director of Finance

Employment Status: Full-time

FLSA Status: Exempt

Pay Status: Salaried

Position Summary

The HR/Accounting Coordinator is the liaison for compensation and benefit providers, recruits and screens potential candidates for open positions, provides on boarding for new hires, and is the facilitator and record keeper for employee documents. The HR/Accounting coordinator works closely with all departments and is responsible for daily data collection, entry, reconciliation of accounts, and cash management.  The position incumbent answers phone calls, responds to questions from customers and prepares memos and letters for the finance department.  The position incumbent maintains good internal controls, is detail oriented and possesses strong customer service skills. The position incumbent may be required to work additional hours, beyond the usual schedule during peak times of the year.  A high degree of trustworthiness and confidentiality is required.  

Essential Duties and Responsibilities

·      Process bi-weekly payroll

·      Facilitate employee health and benefit enrollments

·      Pre-screen and on board employee candidates

·      Code and enter all invoices into the accounts payable system.

·      Review purchase orders, provide actual to budget feedback and supports research and listing of vendor quotes with internal customers.

·      Review all invoices and supporting documentation for proper approvals prior to payment.

·      Process weekly check runs and obtains necessary approvals.

·      Distribute and prepare payments for mailing.

·      Assist Director of Finance with A/P reporting to internal customers

·      Reconcile general ledger accounts

·      Assist with annual budget and audit schedules for the annual financial audit.

·      Assist with preparation of financial statements and quarterly grant reports.

·      Provide weekly accounts payable aging and budget reports

·      Administers chapter memberships, packet deliveries, database maintenance and license plates sales 

Minimum Core Competencies

A bachelor’s degree in human resources, business, accounting, or a related field and a minimum of two (2) years accounts payable and/or human resource experience, strong customer service skills is preferred.

·       General knowledge of human resources policies and employment law.

·       Knowledge of accounting and financial practices.

·       Working knowledge of accounts payable.

·       Ability to deal tactfully and effectively with internal and external customers.

·      Ability to plan and organize responsibilities such that duties are completed timely, accurately,and efficiently.

·       Excellent verbal communication skills and report writing

·       QuickBooks experience is preferred

·       MS Office: Word, Excel and Outlook is required


INDIANA BLACK EXPO

Indiana Black Expo, Inc. (IBE) has been a pillar of the African-American community for decades as a year-round, multifaceted community service organization with 12 chapters around the state of Indiana. IBE is known for its two major fund-raisers, Summer Celebration and Circle City Classic. This 501(c)(3) nonprofit is governed by a board of directors comprised of individuals and community leaders from around the state of Indiana and employs a full time staff.

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3145 North Meridian Street • Indianapolis, IN 46208
Phone: 317-925-2702 • Fax: 317-925-6624
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