Event Planner

Job DescriptionDepartment: OperationsReports to: Deputy Chief of OperationsJob Title: Event PlannerClassification: Salary, ExemptSalary: Starting at $55,000/yearPosition Status: Full-TimeWork Location: Charlotte, NCTeam PrinciplesWe are committed to working to the best of our abilities to provide the highest possible service to veterans, caregivers, donors and partners.We are committed to meeting deadlines, with or without direct supervision, and being responsive to requests from constituents and colleagues.We are committed to upholding the highest standards of respect and cooperation in our professional relationships with other employees, vendors, and donors.We are committed to working effectively and collaboratively as a contributor on all team assignments.We are committed to engaging in active communication and coordination of work efforts with other employees and organizations.We are committed to working independently with self-discipline and accountability.Job DescriptionReporting directly to the Deputy Chief of Operations, the Event Planner is responsible for supporting all Independence Fund events through comprehensive planning and coordination. This role manages event planning schedules, develops briefing materials and event-related products, and provides direct support to internal departments by assisting with event scheduling and bookings. The Event Planner is also responsible for creating event materials in advance of each event and ensuring all materials are prepared, accurate, and ready for use at applicable events. Additional duties include coordinating logistics for all organizational events and performing other assigned tasks as needed.Duties and ResponsibilitiesDevelop and implement an overarching organizational event strategy in partnership with the leadership team.Collaborate with Chief Officers to support the Chief Executive Officer in establishing an event selection, prioritization, and decision-making process.Schedule, facilitate, and manage regular event planning and decision-making meetings to ensure timely selection and prioritization of events.Manage a structured and timely process for receiving, reviewing, and supporting the development of new event proposals.Maintain and manage comprehensive event planning schedules to ensure deadlines, milestones, and deliverables are met.Lead and coordinate all aspects of event planning and execution, including venue identification, vendor and subcontractor coordination, invitations, participant registration and check-in, menu planning, budget tracking, and on-site logistics.Create, develop, and prepare event-related materials in advance of events, including briefing products, printed materials, signage, and other required resources, and ensure all materials are accurate and ready for use at applicable events.In collaboration with the Programs Director, assist in developing proposed event budgets in advance of each event, and following the event, prepare a final accounting of actual expenses, including a profit and loss (P&L) statement.Develop and maintain a geographically dispersed network of event contractors and subcontractors to support event execution.Attend community functions and events to network, identify partnership opportunities, and advance the organization’s mission and goals.Develop and implement systems to measure the cost-benefit and return on investment (ROI) of organizational events.Collect participant and attendee contact data and ensure timely and accurate integration into the appropriate database.Prepare post-event summary reports detailing event outcomes, data collection, relationship development, and recommendations for future events.Collaborate with the Communications Director to plan, schedule, and support events and event-related activities.Identify, recruit, onboard, and support Ambassadors for participation in organizational events.Develop, maintain, and strengthen relationships with Ambassadors and key event stakeholders.Remain knowledgeable of speaker biographies, topics, and presentation styles to serve as a resource for internal departments.Assist internal staff and Ambassadors with accurate reporting and documentation of event-related expenses.Perform other duties as assigned.CompetenciesExcellent verbal and written communication skills including the ability to develop event briefing materials, written event documentation, and post-event reports.Strong interpersonal and negotiation skills with the ability to work effectively with internal leadership, vendors, contractors, Ambassadors, and external partners.Has the ability to think and plan strategically while translating strategy into detailed, actionable event plans.Can demonstrate critical and analytical thinking skills to solve problems related to event logistics, scheduling, budgeting, and resource allocation.Is able to work collaboratively with others, regardless of position, including cross-functional collaboration with Programs, Communications, Operations, and Finance stakeholders.Demonstrated time management skills with a proven ability to meet deadlines while managing multiple events and competing priorities simultaneously.Excellent organizational skills and attention to detail with the ability to manage event schedules, materials readiness, financial documentation, and follow-up deliverables.Proficient with the Microsoft 365 Suite of programs; experience using Excel for event budget development, expense tracking, and post-event profit and loss reporting is preferred.RelationshipsThe Event Planner reports directly to the Deputy Chief of Operations and works collaboratively with internal departments, including Programs, Communications, Development, and Operations leadership, to achieve event objectives regardless of position. The Event Planner is the principal point of contact for all event vendors, subcontractors, Ambassadors, and contractors, and collaborates closely with the Programs Director on event budgeting, financial tracking, and post-event reporting.Education and ExperienceA bachelor’s degree in business administration, communications, event management, nonprofit management, or a related field is required.Previous experience in event planning and execution is required, including coordinating multiple events, managing vendors, and supporting on-site execution.Previous experience in wedding planning or coordination is highly desired.Experience developing event materials, briefing products, and post-event reports is preferred.Experience assisting with event budget development, expense tracking, and post-event financial reconciliation or profit and loss reporting is preferred.Understanding of, or the ability to learn and engage with, the political, philanthropic, veteran, and caregiver communities in a mission-driven nonprofit environment.Working RequirementsThis is a full-time (plus) position.Working hours vary but generally coincide with the organization’s regular business hours of 9 am to 5 pm. However, demands of the position will require non-standard working hours.Executing effective events will require regular travel to planned event locations.A valid driver’s license is required.Ability to pass a background check.Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.This position will be based out of the headquarters located at 412 Louise Avenue, Charlotte, North Carolina. This is a full-time position with salary and benefits to be negotiated on the basis of qualifications and experience. #J-18808-Ljbffr