Event Planner

About the Thomas Jefferson Foundation

The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored at Monticello. Monticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.

Event Planner


Purpose:
Help create unforgettable moments at Monticello - the home of Thomas Jefferson and a UNESCO World Heritage Site. These moments are experiences that connect history, place, and people in meaningful ways. The Thomas Jefferson Foundation is seeking a talented, detail-driven Event Planner to bring extraordinary events to life while advancing our dual-mission of preservation and education.


If you thrive in a collaborative and hands-on environment, enjoy cultivating strong client relationships (with internal and external stakeholders), and excel at executing high-end events with precision and creativity, this role offers a rewarding opportunity!


The Event Planner manages logistics and execution for a portfolio of events at Monticello and will serve as the external client's liaison to the Foundation's events-supporting departments (Gardens & Grounds, Buildings, Transportation, Guest Services, Reservations, etc.) to ensure the event runs smoothly.


Attendance at Signature events, including The Cabinet Retreat in May and the July 4th naturalization ceremony, are mandatory for all members of the Events team.

Compensation

$55,000 - $60,000


We will look to you to provide:

1. Event Planning and Execution

• Partner closely with internal stakeholders to understand their event needs, provide expert planning guidance and best practices, and manage events onsite, resolving issues swiftly and professionally.
• Build a complete working plan for each event, translate working plan into a checklist of services and deadlines for client review and sign-off.
• Research and address client, donor, or event-specific needs.
• Source and select appropriate vendors for the event when applicable and manage vendor relationships.
• Create event ops plan, event layouts, itineraries and other supporting documents and planning tools.
• Develop client proposals, itineraries, and contracts as necessary.
• Create and manage collateral materials.
• Serve as liaison to vendors.
• Communicate all event plans to relevant TJF departments and collaborate to coordinate event needs such as lawn mowing, rental order deliveries to, guest services staff to assist with event guests, human resources to coordinate volunteers, etc.
• Direct event load in and set-up including audio-visual, tents, rentals, and catering, ensuring they have the least impact possible on the public visitor experience.
• Prepare and manage event budgets, ensuring cost-effective solutions while maintaining high-quality standards.
• Initiate post-event debrief and notes for future events.

2. Business Development and Sales

• Play a key role in helping manage overall private events rental program in partnership with our exclusive caterer and Special Events Operations Manager.
• Lead the private event sales process, taking inquiries, conducting site visits with potential clients and creating proposals.
• Assist in developing venue marketing materials (digital and for print) and website updates with the Marketing department and exclusive caterer.
• Increase business by understanding which groups visit Charlottesville.
• Proactively network with local and regional partners.

3. Administration

• Manage budgets for events in portfolio. Track event expenses and ensure event costs stay within the departmental or client budget.
• Process vendor invoices for payment and create post-event accounting summary.
• Manage invoice process for charging external clients. Ensure an accurate Events invoice is prepared by the Foundation's accounting department.

Knowledge, Skills and Abilities:

• Proven ability to manage multiple projects at any given time.
• Exceptional communication skills; the ability to exercise a high degree of diplomacy, collaboration, and problem solving.
• Ability to work in a fast-paced, constantly changing environment.
• High-level computer skills. Proficient with latest versions of Microsoft Office Suite. Must be able to learn and master event software. Experience with InDesign, Photoshop, Illustrator and web design are preferred but not required.
• Ability to receive constructive feedback and be flexible with last-minute event changes.
• Strong organizational and budget management skills.

Physical Demands and Work Considerations:
The Event Planner is responsible for ensuring that supplies are present at events and may have to lift and carry items such as linens, chairs, cases of wine, etc. Monticello is located on a mountain-top and the Event Planner must be able to walk on steep inclines and uneven and rocky terrain. The Event Planner must be available to work some evenings and weekends, and should plan to attend all signature Monticello events, including Founder's Day in April, Cabinet Retreat events in May, and July 4th.


Education:
Bachelor's degree with at least three to five years of progressively responsible professional experience in event, meeting and/or conference planning. Relevant experience may be considered equivalent to the required degree.


We provide the following benefits for our full-time employees:

• Excellent benefits package (including medical, dental, vision, 401(k) retirement savings plan plus 6% match, life insurance, and more!).
• Fitness club membership discount.
• Discount in the Monticello Café, gift shop, and Monticello online catalog.
• Employee Assistance Program (EAP) - free for employee and dependents.
• $500 employee referral bonus.
• Exciting quarterly social events for all employees.

If you believe this opportunity is the right fit for you, we encourage you to apply!