Senior Event Planner
Forty-person association management firm is seeking to fill an experienced event and conference planner. Our ideal candidate is an experienced planner who is detail oriented, extremely well organized, deadline conscious, politely persistent, proactive and capable of juggling several projects at once.
This person will be responsible for the successful planning and implementation of 20-25 annual meetings, conferences and other events each year – which include tours, award ceremonies, seminars, holiday parties, networking/career events and more – and will be the primary events point of contact for association clients. However, due to the “ebbs and flows” of event management, this person will also be expected to support other projects as needed, under the guidance of the Executive Director.
We are looking for a friendly self-starter who believes no tasks are too big or too small and who can learn skills, methods and processes quickly and then manage them independently.
Program-Specific Duties:
- Coordinate all aspects of general conference/gala planning, including but not limited to, managing exhibitors/vendors, sponsors, signage, event evaluations, signage, program book, décor, income-expense records, VIP management, rooming lists, etc.
- Oversee all aspects of registration, including setup, name badges, payments, etc.
- Coordinate online registration process including tracking and reporting of participants and response rates
- Assist program participants with online registration or phone registration if necessary
- Serve as primary contact for participant calls and questions
- Participate as a staff liaison in committee discussions as needed; take notes/minutes as needed
- Coordinate credentialing program; Create and mail certificates/letters as needed
- Assist Executive Director in development of written event materials
- Coordinate participant mailings in accordance with program timetable
- Coordinate event speakers, including confirming availability, travel arrangements, processing expenses and honoraria, collecting presentations and required paperwork
- Conduct space-availability searches/site visits to accommodate planned meetings and events
- Assist Executive Director, board/committee members and/or accountant in preparation of budgets and proposals, as needed.
- Serve as liaison with on-site staff/volunteers at events
- Assist Executive Director, board members and/or accountant with negotiating vendor contracts, as needed, and processing vendor payments and expenses
- Other responsibilities as assigned by the Executive Director
General Duties
- Act as initial point of contact for members, Board members, potential event attendees, event speakers and event supporters – either in person, over the phone or by email – answering questions, providing materials or referring inquiries
- Maintain and update events calendar; send reminders for meetings and teleconferences as needed
- Be comfortable with using and learning new software systems, tools and databases
- Conduct various forms of research, either online, via phone or locally in shared drive
- Take and transcribe minutes at Board Meetings and other meetings as needed
- Assist with membership needs and processes
- Perform general administrative tasks, including but not limited to, creation and maintenance of listserves, contact lists, databases, email newsletters and calendar; update Association website; doing mailings, label making, copying and collating, and sending packages
- Create emails within Constant Contact, MailChimp or similar programs
- Other responsibilities as assigned by the Executive Director
Position is work from home but needs to be in the greater New York Area with two in person meetings/events in New York City every month.
Jaffe Management, Inc. is an equal opportunity employer. We recruit, hire, train, and promote without discrimination due to age, race, color, religion, sex, sexual orientation, national origin, citizenship, disability, military leave or veteran status,
Position Requirements:
- Bachelor’s degree or equivalent/relevant work experience as an events coordinator
- Experience or internships in event planning or customer service
- Proficiency in Microsoft Outlook, Word, PowerPoint and Excel, including Excel formulas and mail merges, and Google’s Gmail, Sheets, Docs and Drive
- Strong interpersonal and communication skills with the ability to quickly develop productive relationships with clients, speakers, attendees, vendors and staff
- Demonstrated organizational skills with strong attention to detail and the ability to
- Able to stay calm, composed and professional, even under pressure
- Possess a “project-manager” mindset, working well ahead of deadlines, but also able to adequately prepare for and deal with tight timetables, last-minute changes and unexpected problems
- Regular office hours but candidates must be able to work evenings/weekends –– as necessary leading up to and during events
