Event Planner

Event Planner

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Salary Range: $61,500.00 - $91,875.00

Overview

As a member of the Yale Conferences & Events (YC&E) department and reporting to the Senior Manager, Events, the Event Planner is responsible for securing revenue-generating programs, fortifying client relationships that enhance Yale's academic and financial mission and identifying operational solutions that reduce overhead cost while producing greater operational efficiencies.

• Initiates and develops all aspects of a conference, event or program budget, and works with the client to evaluate the appropriate price structure while managing interactions with internal and external service providers.
• Advise clients regarding line-item expenses and ensure that funding sources are sufficient to cover the program budget. Create final forecasts, reconcile budgets for invoicing, and ensure all charges are accounted for, accurate and explained properly.
• Manage delivery of all services contracted by YC&E working closely with Yale internal and external service providers including, but not limited to, Yale Hospitality, Media Services, Facilities, YPPS and Yale Police and Campus Security, as well as those provided by hotels, caterers, rental companies, and other community service providers.
• Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. Provide comprehensive on-site management as dictated by program needs.
• Provide high level customer service to guests and clients, ensuring that respect, responsiveness, and professionalism is demonstrated and that key issues are addressed.
• Work with department leadership to propose new business models and potentially pilot new programs which could enhance Yale's revenue potential and increase level of services offered.
• Recruit, hire, train, lead, and supervise program assistants and summer staff.
• Carry out all aspects of program management, which includes, but is not limited to, client relations, compliance, risk management, housing assignments, registration, conference planning, processing, service orders, travel, database management and onsite coordination.
• Cultivate and develop beneficial relationships with internal and external service providers and organizations. Communicate department's on-going program activity to other Yale departments and community that may be affected.
• Utilize Cvent and Salesforce event management database systems.

Required Skills and Abilities

1. Flexible, energetic, creative, entrepreneurial leader, with strong consensus-building skills. Talented problem solver. Excels in a fast-paced, results-oriented, customer service-focused setting. Highly proficient at managing multiple priorities while exceeding client expectations.

2. Proven ability to build and maintain influence and trust with a wide array of clients and constituencies and to work both collaboratively and independently in an organized and productive manner.

3. Strong written, editing, and oral communication skills; ability to think analytically and quantitatively to formulate budgets. Superior interpersonal and negotiation skills with ability to work with a range of individuals to adapt and exceed customer expectations.

4. Strong work ethic and ability to work in a team-oriented environment. Highly proficient at taking initiative, prioritizing, and meeting deadlines. Flawless attention to detail.

5. Highly proficient in utilization of various technologies and and/or willingness and ability to learn new online tools.

Principal Responsibilities

1. In support of the overall mission, plans, directs and oversees programmatic activities. 2. Develops, implements, and maintains operational policies and procedures. 3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program. 4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 5. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. 6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of the program. 7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. 8. Develops and manages the program's operating budget. 9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 10. May perform other duties as assigned.

Required Education and Experience: Bachelor's Degree in a related field and two years of related experience or an equivalent combination of education and experience.