Event Planner

Department: Event and Conference Center (ECC) About The New York Academy of Medicine: The New York Academy of Medicine (NYAM) is a leading voice for innovation in public health. NYAM is committed to addressing root causes of health inequities. Throughout its 178-year history, NYAM has championed bold changes to the systems that perpetuate health inequities and keep all communities from achieving a healthier and longer life (healthspan). Focusing on societal, environmental, and institutional factors that influence health, the NYAM team collaborates with partners in academia, government, community-based organizations, and others to promote policies, programs, and community needs that contribute to health for all. Today, this work includes innovative research that distinctively values community input for maximum impact. Combined with NYAM’s trusted programming and historic library, and with the support of 1,800 accomplished Fellows and Members, NYAM’s impact as a public health leader continues. The Event and Conference Center at NYAM produces 50 internal events annually and sells the 20,000 square feet of meeting and events space to another 150+ external events annually ranging from conferences, graduations, film shoots, meetings, fashion shows, fundraisers and galas. Position Summary/Overview: The Event Planner II at NYAM is responsible for leading the planning and execution of approximately 50 internal institutional events annually that support the Academy’s mission, strategic priorities, and stakeholder engagement goals. This includes partnering with internal stakeholders to manage event logistics, coordinate resources, and ensure successful event delivery from concept through post-event evaluation. The Event Planner II also supports the ECC through the coordination and execution of corporate and nonprofit events and film shoots. This role oversees event logistics, serves as the primary liaison between clients, vendors, and internal teams, and ensures seamless execution from planning through post-event wrap-up. The Event Planner II is responsible for delivering exceptional experiences that reflect NYAM’s standards of service, hospitality, and operational excellence. This role reports to the Director of the Event and Conference Center. Essential Duties and Responsibilities: Internal Event Project Management: Lead the planning, execution, and successful delivery of internal events from concept through post-event evaluation, ensuring alignment with organizational goals and stakeholder expectations. Develop and manage comprehensive project plans, timelines, checklists, budgets, and event work to drive exceptional execution. Monitor project performance, proactively identify risks, and implement solutions to ensure seamless event delivery and achievement of key milestones. Serve as the primary project manager for internal event requests, coordinating logistics, resources, timelines, and stakeholder communications across departments. Partner with the Director to plan and execute NYAM flagship events, including the Annual Gala, Annual Awards, and other high-profile institutional initiatives. Consult with internal stakeholders including the President's Office, Development, Research, Library, Fellows, and program departments, to define event objectives, audience needs, scope, and success metrics. Track event outcomes, attendee feedback, and key performance indicators to evaluate success and identify opportunities for continuous improvement. Venue Rental and Event Management: This position manages approximately $500,000 in annual venue rental revenue. Oversee the planning and execution of repeat and new clients. Ensure all aspects of the planning process and event run smoothly by coordinating logistics, managing vendor relationships, troubleshooting and providing comprehensive communication before, during, and after the event. Create a positive client and guest experience while leading by example Respond promptly and professionally through client management system to all assigned inquiries from repeat and external clients. Address client needs and challenges effectively, ensuring clear and consistent communication throughout the process. Conduct informative tours of the facility to highlight features and benefits, assisting clients in making informed decisions and securing bookings. Suggest best practices to ensure the facility is used in accordance with NYAMs expectations and best use of the space. Manage and strategize the booked rooms calendar to ensure best use of space and manageable set ups and turn around for the facilities team. A successful candidate will manage and maintain strong relationships with: Facilities Security Catering Partner Institutional Departments: Fellows, Development, Library, Research & Presidents Office Qualifications: Experience of at least 5 years in event planning including project management in a venue, institution or nonprofit organization. Knowledge of event systems, current trends and industry standards. Familiarity with TripleSeat is a plus. Demonstrated strong event management experience. Excellent written and oral communication skills. Excellent interpersonal skills, with the ability to effectively interact with internal and external stakeholders. Demonstrated interest in and commitment to the NYAM’s mission for health equity BA or BS and equivalent experience of at least 5 years. The salary range for this position is $75,000 – $85,000 commensurate with experience. This is a salaried position and is non-commissionable and not eligible for bonus compensation. This position is based in New York City. Staff work in a hybrid environment with some flexibility pending the needs of the department. The current expectation is a minimum of two days a week on-site, in addition to staffing events which includes nights and weekends. NYAM is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status. NYAM is an affirmative action employer. As an organization whose primary focus is health equity, NYAM is committed to creating a diverse and inclusive environment for all employees. #J-18808-Ljbffr