Event Producer and Planner

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Description

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• Manage the planning, production, and logistics for a portfolio of hybrid, in-person and virtual events and engagements
• Project manage assigned event portfolio in collaboration with team, lead kickoff and planning meetings, develop work plan, and drive all pre-production needs: timelines, run-of-shows, updating trackers, agenda, rehearsals, drafting memos, documenting progress and ensuring all stakeholders are brought along and aligned
• Direct day-of event production and execution; leading front and back-of-house management, including accessibility, registration, setups, signage, staffing plan, security, speaker prep, talent wrangling, decor, and other triaging other unforeseen elements
• Participate in off-site site visits and advance planning and design trips, venue sourcing, contract negotiation, and assisting in managing relationships with external vendors, consultants, agencies, etc.
• Partner with the event activation team on oversight of event creative, collateral and communications (from save-the-dates to post-event follow-up), audience engagement strategy, invitation build and management, asset development, and other materials as needed
• Prepare event materials, supplies, and other needs, including registration lists, name badges, menus, seating cards, and other print or electronic collateral

• Lead event information management, working with colleagues to ensure all event services and details are accurately documented in the foundation’s internal venue management system
• Manage event contracts, invoices, and requisition requests in close partnership with Department Coordinator to track progress, approvals, and accuracy of cost center coding.
• Maintain complete knowledge of the various event spaces, capacities, services offered by the foundation, and the foundation’s event policies
• Own the input of attendee lists in the foundation’s visitor management system
• Assist the Director in regular evaluation of event portfolio, organize analytics and feedback, pull and analyze reports, refine foundation-wide event best practices and conduct cross-team training and presentations.
• Track industry and event trends to support creating new innovative ideas for future events and engagements

• Minimum of 5 years of experience with event planning, production and management
• College degree in a related field or equivalent combination of education and work experience 
• Passion for social justice, community-building, and storytelling is highly desired
• Ability to manage multiple events/projects while being a committed team player
• Experience with interdepartmental collaboration and managing vendor and other external relationships
• Demonstrates a high degree of emotional intelligence to partner and engage effectively with different audiences, clients, and stakeholders
• Proven self-starter who has project management mastery, prioritizes work assignments and can navigate shifting priorities, timelines, and schedules
• Flexible, highly organized, and provide impeccable follow-up and attention to detail
• Offers creativity, innovation, critical-thinking skills, and resourcefulness
• Proven ability to anticipate next steps, take the initiative, exercise discretion, manage up, and apply sound judgment
• Exceptional negotiation, organizational, and presentation skills
• Excellent analytical, written, and oral communications skills
• Demonstrated experience working with GSuite, Word, Excel, PowerPoint, and other Microsoft and Google applications
• Ability to contribute to a positive, productive, supportive, and motivating environment 
• Ability to problem-solve, escalate issues with manager as appropriate, and follow up appropriately on process and procedural issues
• Ability to work flexible hours regularly including early mornings and late evening

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