Event Planner

POSITION SUMMARY

The Event Planner, reporting to the Director of Programs and Learning, is responsible for ensuring the seamless execution of both in-person and virtual events. This role requires meticulous planning and coordination to meet the expectations of the internal and external stakeholders, third-party vendors, and/or hospitality partners. Additionally, the Event Planner must ensure all event-related materials are accurate, well-written, and professionally presented.

Key responsibilities include organizing and supporting a diverse range of events, such as organizational conferences and workshops, live webinars, broadcasts, virtual conferences, and simulive programs. This position will manage the entire logistical process, from initial set-up and delivery to hosting the live event and conducting post-event analysis and follow-up.

Some travel may be required (20%).

ESSENTIAL FUNCTIONS
• Consult with customers to determine objectives and requirements for events, such as in-person meetings, conferences, and virtual meetings.
• Monitor event activities to ensure compliance with applicable regulations and laws, the satisfaction of leaders and participants, and the resolution of any problems that arise.
• Confer with staff at a chosen event site to coordinate details.
• Serve as CHA liaison with speakers, staff, and vendors.
• Review event bills/invoices for accuracy and approve payment.
• Plan and develop programs, agendas, budgets, and services according to client, standard operating procedures, and organization requirements.
• Coordinate services for in-person events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing, and event security as needed.
• Coordinate services for virtual events, such as scheduling, video conferencing integration (such as Zoom and Microsoft Teams), document sharing, participant management and other collaboration tools, testing, recording and transcription (as needed), task assignment and tracking, time zone management, analytics and reporting, and creating deadlines, reminders, and agendas.
• Draft, edit, and proofread program materials, presentations, and other documentation.
• Ensure all written materials are accurate, clear, and professionally presented.
• Maintain consistency in style, tone, and branding across all documents.
• Arrange the availability of audio-visual equipment.
• Negotiate favorable contracts with service providers and suppliers such as hotels, convention centers, and speakers.

OTHER RESPONSIBILITIES

• Assist with special projects, support rapid response issues, and other duties as assigned. Stay abreast of new technologies and resources available to support planning and production of virtual and in-person programs and events.

• Participate in ongoing training to advance knowledge of planning/hosting virtual and in-person events and strengthen software expertise.

HOME OFFICE LOCATION
St. Louis, MO office with the ability to work from home subject to CHA's policies on flexible work arrangements.

QUALIFICATIONS
Experience: 2+ years of experience in planning and implementing the delivery of live virtual events. Experience in administration of learning management systems or event platform technology desired. . 2+ years of experience in in-person meeting/event planning. Knowledge of hospitality industry desired.

Skills, Knowledge, and Ability:
• Exhibits strong project management and organizational skills to ensure successful management of multiple projects, meeting quality standards for accuracy, attention to detail, and timeliness.
• Excellent verbal and written communication skills, as well as strong writing and editing skills required.
• Proven ability to manage and host live virtual events using Webcasting platforms such as Zoom, WebEx, GoToWebinar, etc. and live streaming event platforms.
• Proven ability to address/resolve technical issues associated with Webcasting platforms.
• The ability to perform well under pressure and remain calm in crisis situations.
• Exhibits a service orientation with the ability to cultivate and maintain internal and external professional relationships.
• Strong negotiation skills to effectively deal with suppliers and contractors.
• Advanced PowerPoint skills required. Must be proficient in other Microsoft 365 applications (Word, Excel, Teams, etc.). MS Planner or similar project/event management applications are preferred.
• An ability to learn new software and engagement tools with ease.
• Proven commitment to adult education and creating an innovative learning environment through training/instructional methods and procedures appropriate for the situation.

Education/Certification: Bachelor's degree (or equivalent work experience) in virtual and in-person program planning or related field. CMP designation strongly preferred.

PHYSICAL DEMANDS OF THE POSITION AND WORK ENVIRONMENT

The physical characteristics and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requests for accommodation must be directed to Human Resources.

Physical Demands
 Must be able to remain in a stationary position 75% of the time.
 Occasionally move about inside the work and/or home office to access file cabinets, office machinery, etc.
 Frequently operates a computer and other office productivity machinery, such as calculator, copy machine, and computer printer.
 Frequently communicates with other employees, members, and/or vendors regarding virtual programs' issues. Must be able to exchange accurate information in these situations through phone calls, video calls, MS 360 applications, and regular mail.
 Must be able to use visual acuity frequently to operate office machinery and create and/or edit work product.
 Occasionally moves/lifts boxes, equipment, and luggage weighing up to 30 pounds when traveling to off-site meetings.
 Occasional evening and/or weekend work and travel may be required.
Work Environment: Work is performed in a typical office and/or home office setting with little exposure to excessive noise, dust, fumes, vibrations and/or temperature changes 80% of the time. Additionally, travel may be required up to 20% of the time which involves traveling by car, air, and/or public transportation to destinations within the continental United States. Position may frequently require the lifting of moderately heavy objects such as luggage, meeting materials and other required items. Occasionally, due to travel schedule, the employee may be exposed to fluctuating temperatures and extreme weather conditions.

LIVING OUR VALUES
Employees are expected to exemplify CHA's core values of: Respect (treating each other with reverence, honoring the uniqueness of each person and promoting the well being, development and participation of each person); Integrity (being honest and truthful in our thoughts, words and deeds); Stewardship (producing quality products and services while meeting the needs of our members, using resources entrusted to us responsibly and spending appropriately); Excellence (a commitment to care about our work and the ministry in a manner to ensure high quality, adaptability, accountability, effort, diligence and respect. It is both a habit of behavior and a goal to be pursued).
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