UJA-Federation of New York

Good together.

®

Event Planner

Job Location:
New York , NY
Division:
Conference & Banquet Services

Job Summary

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.

 

Specific Responsibilities

General

  • 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.

Off-Site Events

  • 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.