Event Planner I

New York Academy of Medicine is a leading voice for innovation in population health. As one of the nation’s longest-running nonprofits, we have championed changes to the systems that perpetuate health inequities and that keep all communities from achieving a healthier and longer life (healthspan). 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 1,900 accomplished Fellows and Members, NYAM’s impact as a population health leader moves boldly forward. 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 I at NYAM is responsible for driving revenue for the Event and Conference Center. This entails sales, coordination and executing a wide range of events including corporate, social, association and nonprofit events. This role involves working closely with clients to understand their vision, proposing the best way to execute their vision in the NYAM spaces and closing the guest by moving to contract. Followed by managing event logistics on the day of and overall ensuring seamless execution from planning through post-event wrap-up. The Event Planner serves as the primary liaison between clients, vendors, and internal teams to deliver exceptional experiences that align with the venue’s standards of service and hospitality. Event Planner I is also responsible for the weekly administration of the ECC. This role reports to the Director of the ECC. Essential Duties and Responsibilities Event Sales and Marketing Revenue generation, this position is expected to work with accounts worth approximately 1m annually. Strategic outreach and lead development, this role is expected to participate in a multi-dimensional outreach plan initiative including networking events and active outreach to potential new leads with measurable metrics. Marketing and research support on projects including market research, strategy and database management. This role will be responsible for all social event sales, including weddings. ECC Administration Update and edit the weekly calendar, Tuesday & Fridays and distribute in a timely manner. Create the lobby monitor slides weekly, upload to the monitor system to ensure they read correctly each day. Monitor and manage ECC email box and main phone line. In addition to the above, all ECC team members are expected to 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. S uggest 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 Catering Partners Qualifications Experience: 3+ years of event planning experience in a venue, institution or nonprofit organization or in a hotel/restaurant environment. Knowledge of event systems, current trends and industry standards. Familiarity with TripleSeat is a plus. Demonstrated event management experience. Strong written and oral communication skills. Strong interpersonal skills Demonstrated interest in and commitment to the NYAM’s mission for health equity BA or BS and equivalent experience of at least 3 years. Salary and Work Environment The salary range for this position is $67,500 – $77,500 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. Due to the nature of the role and the need to support on-site events, vendor coordination, venue visits, and occasional evening and weekend activities, candidates residing within New York City are strongly preferred. At this time, NYAM is unable to sponsor or assume sponsorship of employment visas for this position. Candidates must be legally authorized to work in the United States without current or future sponsorship. 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