Thomas Jefferson Foundation is hiring : Event Planner in Charlottesville

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The Thomas Jefferson Foundation has a twofold mission of preservation and education, and was incorporated in 1923 to preserve Monticello, the home of Thomas Jefferson, in Charlottesville, Virginia. Today, the Foundation seeks to bring history forward into national and global dialogues by engaging audiences with Jefferson's world and ideas, and sharing the history of everyone, enslaved and free, who lived and labored at Monticello. Monticello is recognized as a National Historic Landmark, a United Nations World Heritage Site and a Site of Conscience.

Event Planner

Purpose : The Event Planner is responsible for managing logistics for a portfolio of events at Monticello, the home of Thomas Jefferson. He / she will flawlessly execute events at a level consistent with the Monticello mission and brand, that will further Foundation-wide strategic, programmatic, and financial goals. The Event Planner ensures that each event they are responsible for delivers on its objective, whether financial and / or to support the mission of the Foundation.

The Event Planner will build and cultivate relationships with external clients and their planners, in order to sell event spaces at Monticello and encourage repeat business. External private events include but are not limited to weddings, social functions, lectures, and corporate retreats, that take place during daytime, evening and weekend hours. They will use their knowledge and expertise to guide the client and vendors to make decisions about the use of the venue space. They will serve as the external client’s liaison to the Foundation’s events-supporting departments (Gardens & Grounds, Buildings, Transportation, Guest Services, Reservations, etc.) to ensure the event runs smoothly.

As an integral member of the Events team, the Event Planner will assist in the planning and execution of a range of private event rentals and TJF hosted events, with a focus on selling and managing our private event rentals program. The Event Planner will partner with internal stakeholders and project managers at the Foundation to provide strategic leadership and guidance on Monticello hosted events, including best practices on the overall event concept, planning, vendor management, and execution. Attendance at Signature events, including Founder’s Day in April, Cabinet Retreat in May, and July 4th, is mandatory for all members of the Events team.

We will look to you to provide :

• Planning
• Work closely with internal stakeholders to understand their event needs and expectations and work to deliver against those needs. Provide event planning best practices and guidance.
• Build a complete working plan for each event, translate working plan into a checklist of services and deadlines for client review and sign-off.
• Conduct any research that is necessary regarding client specifications or donor needs.
• Select appropriate vendors for the event when applicable and manage vendor relationships.
• Create event ops plan, event layouts, itineraries and other supporting documents and planning tools.
• Develop client proposals, itineraries, and contracts as necessary.
• Create and manage collateral materials.
• Serve as liaison to vendors.
• Communicate all event plans to relevant TJF departments. Work with foundation departments to coordinate event needs such as lawn mowing, rental order deliveries to, guest services staff to assist with event guests, human resources to coordinate volunteers, etc.
• Partner with the clients’ hired planners to ensure their logistics needs are anticipated and met.
• Provide exceptional customer service to clients, guests, and partners, addressing any issues or requests promptly.
• Deliver high end events and manage all related details therein
• Direct event load in and set-up including audio-visual, tents, rentals, and catering, ensuring they have the least impact possible on the public visitor experience
• Manage event onsite. Address any on-site issues or challenges that arise during events, ensuring smooth operations and a positive experience for all attendees.
• Prepare and manage event budgets, ensuring cost-effective solutions while maintaining high-quality standards.
• Initiate post-event debrief and notes for future events.
• Business Development
• In conjunction with our exclusive caterer and Special Events Operations Manager, help manage overall private events rental program and assist with business development activities to increase rentals.
• Lead the private event sales process, taking inquiries, conducting site visits with potential clients and creating proposals.
• Assist in developing venue marketing materials (digital and for print) and website updates in coordination with the Marketing department and exclusive caterer, Constellation Culinary.
• Assists with developing strategies and concept plans for revenue generation.
• Increase business by understanding which groups visit Charlottesville.
• Proactively network with local and regional partners.
• Administration
• Manage budgets for events in portfolio. Track event expenses and ensure event costs stay within the departmental or client budget.
• Process vendor invoices for payment and create post-event accounting summary.
• Manage invoice process for charging external clients. Ensure an accurate Events invoice is prepared by the Foundation’s accounting department.
• Follow all internal control policies, practices and procedures.

Knowledge, Skills and Abilities

Physical Demands and Work Considerations

This is a hands-on position. The Event Planner is responsible for ensuring that supplies are present at events and may have to lift and carry items such as linens, chairs, cases of wine, etc. Monticello is located on a mountain-top and the Event Planner must be able to walk on steep inclines and uneven and rocky terrain. The Event Planner must be able to work nights, weekends, and some holidays.

Education

Bachelor’s degree with at least three to five years of progressively responsible professional experience in event, meeting and / or conference planning. Relevant experience may be considered equivalent to the required degree.

Benefits

We encourage you to apply if you believe this opportunity is the right fit for you.

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