This position is work from home but requires travel to NYC 4-6 times a year. So candidates that can easily do that are preferred.
Senior Event Planner
Forty-person association management firm is seeking to fill an experienced event and conference planner. Our ideal candidate is an experienced planner who is detail oriented, extremely well organized, deadline conscious, politely persistent, proactive and capable of juggling several projects at once.
This person will be responsible for the successful planning and implementation of 20-25 annual meetings, conferences and other events each year – which include tours, award ceremonies, seminars, holiday parties, networking/career events and more – and will be the primary events point of contact for association clients. However, due to the “ebbs and flows” of event management, this person will also be expected to support other projects as needed, under the guidance of the Executive Director.
We are looking for a friendly self-starter who believes no tasks are too big or too small and who can learn skills, methods and processes quickly and then manage them independently.
Program-Specific Duties:
Coordinate all aspects of general conference/gala planning, including but not limited to, managing exhibitors/vendors, sponsors, signage, event evaluations, signage, program book, décor, income-expense records, VIP management, rooming lists, etc.
Oversee all aspects of registration, including setup, name badges, payments, etc.
Coordinate online registration process including tracking and reporting of participants and response rates
Assist program participants with online registration or phone registration if necessary
Serve as primary contact for participant calls and questions
Participate as a staff liaison in committee discussions as needed; take notes/minutes as needed
Coordinate credentialing program; Create and mail certificates/letters as needed
Assist Executive Director in development of written event materials
Coordinate participant mailings in accordance with program timetable
Coordinate event speakers, including confirming availability, travel arrangements, processing expenses and honoraria, collecting presentations and required paperwork
Conduct space-availability searches/site visits to accommodate planned meetings and events
Assist Executive Director, board/committee members and/or accountant in preparation of budgets and proposals, as needed.
Serve as liaison with on-site staff/volunteers at events
Assist Executive Director, board members and/or accountant with negotiating vendor contracts, as needed, and processing vendor payments and expenses
Other responsibilities as assigned by the Executive Director
General Duties
Act as initial point of contact for members, Board members, potential event attendees, event speakers and event supporters – either in person, over the phone or by email – answering questions, providing materials or referring inquiries
Maintain and update events calendar; send reminders for meetings and teleconferences as needed
Be comfortable with using and learning new software systems, tools and databases
Conduct various forms of research, either online, via phone or locally in shared drive
Take and transcribe minutes at Board Meetings and other meetings as needed
Assist with membership needs and processes
Perform general administrative tasks, including but not limited to, creation and maintenance of listserves, contact lists, databases, email newsletters and calendar; update Association website; doing mailings, label making, copying and collating, and sending packages
Create emails within Constant Contact, MailChimp or similar programs
Other responsibilities as assigned by the Executive Director
Position is work from home but needs to be in the greater New York Area with two in person meetings/events in New York City every month.
Jaffe Management, Inc. is an equal opportunity employer. We recruit, hire, train, and promote without discrimination due to age, race, color, religion, sex, sexual orientation, national origin, citizenship, disability, military leave or veteran status,
Position Requirements:
Bachelor’s degree or equivalent/relevant work experience as an events coordinator
Experience or internships in event planning or customer service
Proficiency in Microsoft Outlook, Word, PowerPoint and Excel, including Excel formulas and mail merges, and Google’s Gmail, Sheets, Docs and Drive
Strong interpersonal and communication skills with the ability to quickly develop productive relationships with clients, speakers, attendees, vendors and staff
Demonstrated organizational skills with strong attention to detail and the ability to
Able to stay calm, composed and professional, even under pressure
Possess a “project-manager” mindset, working well ahead of deadlines, but also able to adequately prepare for and deal with tight timetables, last-minute changes and unexpected problems
Regular office hours but candidates must be able to work evenings/weekends –– as necessary leading up to and during events
Jaffe Management is an Association Management Company (AMC) based in New York City. With a staff dedicated to the professional association field, Jaffe Management has the knowledge and skills needed to help your organization achieve its goals.
AMCs operate as a substitute for traditional administrative offices and paid staff members. Jaffe Management helps your organization by utilizing economies of scale with shared staff, office space and overhead costs. The day-to-day tasks of administration, event planning and bookkeeping are managed by our staff, so you and your Board are free to focus on long-term membership, programming, financial and governance goals.
Jaffe Management has experience running associations and nonprofits from a range of industries – from healthcare and finance to engineering and IT – and provides a full suite of services that are customized to your organization.
