Part-Time Event Relations Planner - Event Group

About the position

The Ronald Reagan Presidential Foundation & Institute is seeking a part-time Event Relations Planner to support our Education Department and Development Department with various events and logistics. The person hired for this position must be a take-charge professional with the organizational, management, communication, decision-making, creative, and marketing skills necessary to help oversee a successful event from start to finish, ensuring seamless execution and a memorable experience for all attendees. The Event Group is responsible for facilitating all aspects of events that occur on the property including private rentals, Center for Public Affairs (lectures, book signings, dinners), community outreach events (exhibit openings and receptions), annual celebrations (President's Day, 4th of July, and Veteran's Day), and our Foundation-sponsored social events (Valentine's Dinner and Dance, Summer Sunset Dinner series, holiday events, and exhibit lunches). Many of these events occur in the evenings and weekends, including some holidays.

Responsibilities

• Coordinate and assist in planning special donor events for our Development department, which include planning, executing, and being the lead on various events throughout the year.
• Assist in the coordination of planning educational events for our Education department, which include planning, executing, and being the lead on various events throughout the year.
• Serve as the liaison with internal clients to ensure all aspects of every event are executed smoothly and as directed.
• Plan, coordinate, and execute all events in an effective, efficient, and creative manner.
• Serve as the expert in the area of events management to provide creative solutions and other support that result in effective, efficient and successful event outcomes.
• Assist the Event Group in the execution of Foundation-sponsored events, including our Valentine's Day Dinner and Dance, Summertime Sizzle, Sunset Dinner Series, Holiday Luncheons and Dinners, Exhibit Luncheons, and other social events as needed.
• Manage vendor relations. Work closely with and negotiate with external vendors to coordinate goods and services for special events.
• Provide office administrative support for a department of four staff members: answering phones, filing, screening calls, checking and communicating phone messages, and returning calls as directed.
• Use Salesforce database for consistent and timely entry of data. Make reservations for events as needed.
• Facilitate in post-event follow-up including invoices, thank you letters, and event debriefs.
• Photograph events with cell phone/camera to upload for marketing purposes.
• Participate and assist in preparing and execute specific tasks and duties for all events as assigned, including but not limited to the Reagan National Defense Forum and the Reagan National Economic Forum, held annually.
• Periodically, may be assigned to secure private rentals and be the lead on the event. This includes securing, planning, and executing the event.
• Carry out any other duties as required.

Requirements

• Strong organizational capabilities and the ability to multitask and to provide strong support to the Event Team.
• Some marketing experience.
• Exceptional customer service skills.
• Enthusiastic, energetic, and a reliable self-starter.
• Demonstrated excellent communication skills, written and verbal.
• Must be proficient or have advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook); strong user of computers as a work tool; facility with web tools and databases are preferred; experience with Salesforce would be a big plus.
• Ability to work evenings, weekends, and holidays for events is a must.
• Demonstrate planning and organizational skills with attention to detail and high level of accuracy.
• Ability to collaborate and work in a team environment.
• Demonstrated work and time management skills, including flexibility, punctuality, reliability, and adaptability.
• Experience analyzing and solving problems as well as assessing priorities.
• Initiative, integrity, flexibility, and stress tolerance are essential.
• Must possess a positive attitude.
• High school diploma (or equivalent) required; college degree preferred.

Benefits

• Paid Time Off (PTO) benefits based on hours accrued per pay period and years of service.
• Opportunity to participate in a retirement program.