Event and Meeting Planner
St. Paul’s School, Concord, NH
Summary: The Event and Meeting Planner is responsible for providing campus wide event & meeting planning and services for the School. Responsibilities include maintaining the master list of events on campus and working closely with organizers on all details and logistics related to the events and meetings, including budget development, contracts, site selection, logistics planning and coordination, transportation, marketing and collateral development, on-site management, post-event follow-up, and billing. The general purpose of this job is to act as a liaison between the Facilities and Planning Department and the campus community serving as the central point of communication and coordination regarding campus wide events and meetings. Reports to the Senior Director of Facilities and Planning and partners with key positions at all levels, internal and external to the School, to strategically align with the mission and vision of the School.
Essential Duties and Responsibilities:
- Manages day-to-day operations for functional area(s) of responsibility related to meeting and event planning;
- Acts as system administrator for the event system (Brightly) and is responsible for implementing updates and enhancements;
- Provides strategic leadership for the creation, development, and execution of events;
- Collaborates with departments hosting events and production consultants to produce quality, multi-faceted events, meetings, and productions;
- Work cross-departmentally to prepare and manage complex program budgets;
- Consults with staff and volunteer leadership; conceptualizes the event including purpose, target audience, key themes and messages, location, and timeframe;
- Ensures that date of event is cleared on key individuals’ calendars and added to the School’s master calendar and recorded in the event system;
- Forms committees and conducts meetings, as appropriate, to assist in the planning and implementation of events;
- Develops event scenarios; scripts and schedules the run-of-show for each event;
- For recurring events, brings creativity to ensure that events remain captivating and interesting;
- Arranges for facilities, transportation, food service/catering, decorations, audio-visual, and other logistics;
- Participates in briefings for School administrators, trustees, and others about their respective roles in events;
- Ensures that the appropriate individuals receive event briefing packets to review with adequate lead time (including guest list with pertinent information, program scenario, script, etc.);
- Collaborates with Marketing and Communications staff in producing materials associated with the event;
- Attends events and meetings and ensures that the event runs smoothly – actively executing and checking setups, managing vendors and staff, providing AV assistance, and handling any difficulties as they occur to minimize disruption;
- Prepares written evaluation after each event, including conferring with appropriate persons to analyze successes and failures; and
- Manages the master calendar of events;
- Serves on the calendar committee;
- Proactively contacts and trains departments on room set ups (for smaller events and meetings) and use the AV equipment in event and meeting spaces, including conducting in-person trainings and creating documentation for events that do not require an IT presence;
- Manages relationships with outside groups contracting to use facilities;
- Negotiates contracts with vendors and collects waivers and insurance certificates for vendors and outside groups;
- Other related duties as assigned.
Supervisory responsibilities: None
Education & Experience:
- Bachelor’s Degree and 5+ years of experience in event planning and management preferred
- Demonstrate an ability to coordinate all phases in planning and executing an event, paying attention to all timelines and details, and the ability to organize others and establish and balance multiple priorities
- Possess excellent organizational, written, verbal, and interpersonal skills, as well as strong computer skills including events management software
- Approach the work with a high level of enthusiasm and energy, with an entrepreneurial spirit and a willingness to execute with the rest of the team
- Experience managing and motivating volunteers
- High degree of discipline in establishing schedules and pursuing targeted objectives
- Maintain professional and ethical standards for handling confidential information.
- Become involved in the life of the School, including attending academic, performing arts, and athletics events
Knowledge, Skills, and Abilities:
- Demonstrated history in creating innovative event planning strategies and successful event collaborations.
- Effectively communicate the mission and vision of SPS to internal and external constituencies.
- Excellent judgment and decisiveness, high integrity, enthusiasm, diplomacy, and tact.
- A collaborative leader who engages and empowers an organized team of event planning professionals, fostering a strong, cohesive team environment.
- Superior verbal and written communication skills.
- Demonstrated competency in budget management, cost accounting and vendor contract relationships.
- Working knowledge of operating AV systems set-up and operation.
- Exceptional customer service skills with the ability to cultivate professional business partnerships.
Certifications and Licenses:
- Valid NH Driver’s License.
- When conducting School business, must comply with the New Hampshire Motor Vehicle Code and the School’s driving requirements.
- Interpersonal Skills: Demonstrates the ability to work well with SPS colleagues and clients and with external organizations.
- Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
- Subject to and expected to comply with all applicable School policies and procedures, including but not limited to the personnel policies in the Employee Handbook and other School (Millville.sps.edu) and Departmental Policies.
- Will require frequent evening, night, and weekend work.
While performing the duties of this job, the employee is required to sit in on meetings and work on a computer for long periods of time; and is regularly required to walk, reach with hands and arms, balance, stoop, talk, and hear. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.
COVID-19: All employees are required to be fully vaccinated for the COVID-19 virus, including staying up to date with booster shots unless a medical or religious exemption has been granted by the School.