Event Planner

About the role

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Responsibilities

• Initiates and develops all aspects of a conference, event or program budget, and works with the client to evaluate the appropriate price structure while managing interactions with internal and external service providers.
• Advise clients regarding line-item expenses and ensure that funding sources are sufficient to cover the program budget.
• Create final forecasts, reconcile budgets for invoicing, and ensure all charges are accounted for, accurate and explained properly.
• Manage delivery of all services contracted by YC&E working closely with Yale internal and external service providers including, but not limited to, Yale Hospitality, Media Services, Facilities, YPPS and Yale Police and Campus Security, as well as those provided by hotels, caterers, rental companies, and other community service providers.
• Balance competing priorities to meet all program requirements in a timely manner and deliver quality results.
• Provide comprehensive on-site management as dictated by program needs.
• Provide high level customer service to guests and clients, ensuring that respect, responsiveness, and professionalism is demonstrated and that key issues are addressed.
• Work with department leadership to propose new business models and potentially pilot new programs which could enhance Yale’s revenue potential and increase level of services offered.
• Recruit, hire, train, lead, and supervise program assistants and summer staff.
• Carry out all aspects of program management, which includes, but is not limited to, client relations, compliance, risk management, housing assignments, registration, conference planning, processing, service orders, travel, database management and onsite coordination.
• Cultivate and develop beneficial relationships with internal and external service providers and organizations.
• Communicate department’s on-going program activity to other Yale departments and community that may be affected.
• Utilize Cvent and Salesforce event management database systems.

Requirements

Required Education and Experience: Bachelor's Degree in a related field and two years of related experience or an equivalent combination of education and experience.

Qualifications

Talented problem solver. Excels in a fast-paced, results-oriented, customer service-focused setting. Highly proficient at managing multiple priorities while exceeding client expectations. Proven ability to build and maintain influence and trust with a wide array of clients and constituencies and to work both collaboratively and independently in an organized and productive manner. Strong written, editing, and oral communication skills; ability to think analytically and quantitatively to formulate budgets. Superior interpersonal and negotiation skills with ability to work with a range of individuals to adapt and exceed customer expectations. Strong work ethic and ability to work in a team-oriented environment. Highly proficient at taking initiative, prioritizing, and meeting deadlines. Flawless attention to detail. Highly proficient in utilizing various technologies and or willingness and ability to learn new online tools.

Skills

• Flexible, energetic, creative, entrepreneurial leader, with strong consensus-building skills.

Benefits

Health Requirements: Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Pay

$61,500.00 - $91,875.00

Schedule

Full time