Job Title:
Event Planner
Reports to:
Director of Operations
Salary:
Range based on experience; Includes Health and 401K benefits
General Overview:
The Event Planner position is an in-house expert responsible for logistical management and execution of all FPF-hosted or sponsored events, both in-house, and at remote locations. The Event Planner is fully integrated into the strategic planning and organizational goals in order to design and carry out professional and social events in a way that supports the organizational mission and objections. The ideal candidate will be committed to providing outstanding service to FPF partners and supporters by organizing unique, memorable events that are of the highest quality. This role requires excellent leadership skills and the ability to coordinate responsibilities while overseeing the big picture. This is a full-time position in the Washington D.C. office.
Task Responsibilities:
- Manage all logistics planning and execution for FPF-sponsored events
- Create time lines and checklists, and update organization leadership of progress on planning cycles of overlapping or multiple events
- Build and manage invitation lists with direction and inputs from CEO and other program managers
- Create electronic invitations/invitation lists, track RSVPs, manage communications and updates with attendees
- Coordinate attendance details for speakers or special guests
- Manage catering requirements
- Craft and deliver event-related communications via e-mail and social media
- Respond to inquiries and feedback from event participants
- Write letters and invitations for speakers and participants
- Create a run of show for events; brief and train staff in requirements and participatory responsibilities
- Manage and ensure adequacy of on-site services before and during the event
- Provide and after-action report and review for CEO, and others as appropriate
- Manage tracking and database updates for event attendees
- Coordinate travel and accommodation for staff, speakers, and key stakeholders, both in DC and at remote locations
- Create and manage a budget for all events, in coordination with Operations staff and program manager, as applicable
- Negotiate and coordinate contracts for venues: catering, venue, and A/V requirements
- Oversee and manage vendors
- Provide budget reporting before and upon conclusion of event
- Types of events include: half-day and full-day educational seminars, small in-person meetings, academic panel sessions, workshops, in-house and remote networking events, and social receptions and dinners
- On-site at FPF offices, and of-site around DC, and in remote locations (New York, West Coast, etc.)
- Some international event work, primarily in Brussels or other western European locations
Position Requirements:
- Minimum bachelor’s degree in hotel or event management
- 3-5 years’ experience doing professional organizational event planning
- Knowledge of Eventbrite, and MailChimp, and familiarity with electronic check-in, planning, and tracking processes; SalesForce or other CRM experience highly desired
- Strong written and verbal communication skills; be able to communicate professionally and effectively through emails and phone calls
- Effective at multi-tasking and an ability to work on overlapping assignments.
- Superb time management
- Ability to work effectively and seamlessly with a wide variety of people
- Detail-oriented
- Proactive, organized, appreciation for diversity, problem solver
- Congenial personality/attitude; highly-motivated self-starter
- Must be willing to work some evenings
Desired Attributes:
- Experience in the Washington D.C. area; familiarity with local venues and facilities
- Experience with fund-raising events, or previous work with non-profits
- Knowledge of Slack, Dropbox; familiarity with WordPress website design
- Experience in social media platforms
- Familiarity with technology or consumer privacy issues
Please submit your cover letter and resume to Brenda Leong, Senior Counsel and Director of Strategy, at [email protected].