Events Management EVENT PLANNER 3

Focus on the Family•Colorado Springs, CO

4d•$20 - $23•Onsite

About The Position

The Event Planner 3 position exists to oversee the planning of various small to large and executive level events by managing all planning, execution, follow-up, and evaluation of events onsite. Additionally, this position will support the Planning Supervisor on extra-large events. This position requires only general direction and works independently; refers unusual or complex problems to supervisor.

Requirements

Bachelor’s degree in Hospitality Management, Marketing, Communications, Business, or related field preferred
2-4 years of experience planning and implementing events, conferences, seminars, retreats, or related activities
Experience in some area of service industry required
Knowledge of FOF mission, philosophy, values, and objectives
Experience with negotiating contracts, teams, interdepartmental communication
Requires significant interaction with high-net-worth donors and executives
Excellent interpersonal skills and the ability to interact with all types of personalities
Strong planning and organizational skills
Ability to communicate effectively and tactfully at all levels (verbal and written)
Ability to handle multiple projects and meet strict deadlines
Strong attention to detail and accuracy
Ability to solve problems in a crisis
Ability to be flexible and handle stress of constantly changing priorities and demands
Ability to handle confidential information with the utmost discretion
Highly Proficient in Office 365, MS Word, MS Excel (Pivot Tables, spreadsheets, and data management)
Must pass the data management test (Word, Excel, and PowerPoint)
Must be able to pass a Post Offer Prehire Physical exam
Must be able to stand and walk for extended periods of time – up to 16 hrs.
Lifting and carrying up to 50 lbs. on a consistent basis
Ability to push up to 100 lbs. on a consistent basis
Requires repetitive tasks/motions, good eye-hand-foot coordination, good manual dexterity, and able to distinguish colors
Must be able to hear alarms/phone and voice mail messages/normal speaking voices

Nice To Haves

Experience in the hospitality industry a plus

Responsibilities

Acts as a logistical lead in planning, execution, communication, and documentation of all assigned events ranging from small to large scale
Assists the Working Supervisor to execute logistical plans that support goals and objectives for large and extra-large events
Ensures all clients and event owners experience the highest level of care and communication throughout the planning and execution process
Provides and maintains consistent, regular, comprehensive communication and documentation, including participation in relevant events, keeping calendars, event information, attendee lists and other event related information to Working Supervisor, clients, President’s office, and other executive offices
Works effectively with various departments to ensure strong collaboration, partnerships, and successful events assuring prompt follow through on assigned tasks and responding quickly to requests for information
Coordinates and leads meetings for all assigned events, including creating presentations and presenting ongoing event progress
Develops detailed schedules and timelines in support of established deadlines for assigned events. This includes setting due dates and ensuring completion by those dates
Gathers and prepares all assigned event materials; set up room or spaces according to event plan
Manages expenditures and income throughout the event planning process and creates a final accounting at the conclusion of each event
Facilitates contracting, purchasing, and invoicing processes with internal and external teams
Assists the Working Supervisor in people management of key points of contact for large and extra-large events as needed
Manages post-event communication, debriefs, and documentation archival for all assigned events
Maintains regular communication of logistical status and reporting for all assigned events to Working Supervisor and Events Manager
Assists Supervisor on managing event calendar and coordinating with event production and operations team to review and execute all onsite event requests
Assists and acts as backup for Working Supervisor on event calendar management
Develops and implements organizational plans for inventory and event spaces
Assures data accuracy on event database and supports the Working Supervisor in creating reports
Supports Working Supervisor on monthly and annual reporting on general event data
Ensures all financial reports pertaining to assigned events are completed and turned into appropriate departments within specific timelines
Researches, analyzes, and understands data of event trends and best practices related to event planning, execution, and overall experience
Acts as a subject matter expert for the event management system, which includes building and maintaining registration sites as well as post-event documentation
Prepares appropriate FAQs for events as needed
Represents the Events Department on cross-functional teams working together to ensure successful events
Assists and supports other Event Planners and Supervisor as needed
Performs general office duties e.g., filing, typing, data entry
Performs other duties as assigned