The event planner works directly with UJA-Federation’s development staff on some 50 percent of all fundraising events that take outside of the 59th Street headquarters. He or she is responsible for the event-planning aspects of fundraising events, as well as coordinating special projects to enhance important organizational and departmental systems and procedures.
- Ensure staff compliance of all Conference & Banquet operating policies and procedures.
- Maintain and update all assigned computer files in departmental system.
- Coordinate special projects to enhance important systems and procedures.
- Update department information as necessary on the Intranet and in shared files.
- Manage event planning and logistics including extensive site research, site visits, venue and menu selection, comparative cost and pricing analyses, entertainment, and decor.
- Maintain quality relationships with existing vendors, and research new vendors who can provide more cost effective and creative services and that meet organizational standards.
- Provide timely, accurate, and comprehensive communication to all relevant parties and vendors during the event-planning process for the assigned event portfolio.
- Negotiate prices with selected vendors and present pricing to appropriate staff.
- Review event-related contracts with the legal department and prepare for director’s review and approval.
- Attend assigned off-site events (unless otherwise approved by the director) to ensure that vendors comply with the terms of the events contracts.
- Review and comment on invoices pertaining to assigned events prior to the director’s approval.
- Maintain organized event files and prepare detailed post-event notes and summaries.
- Coordinate and attend designated high-profile events at internal conference center.
- Prepare reports on event costs.
- Other departmental projects as needed.
Required Personal and Technical Skills
- Bachelor’s degree, with hotel or restaurant management degree preferred.
- Two to three years related work experience in event planning management and banquet management
- Proven customer-service skills and excellent oral and written communications skills
- Familiarity with major New York City event venues.
- Negotiation experience with hotel catering departments, caterers, and event-related vendors, with previous experience working in catering sales or operations in a hotel, restaurant, caterer, or food-service operation.
- Familiarity with kosher dietary laws preferred.
- Strong administrative and time-management skills.
- Resourceful, ambitious, and proactive team player.
- Ability to work evening events and some weekends.
- Demonstrated ability to work independently on multiple assignments.
- Strong knowledge of Microsoft Office and Internet-research capabilities.