Special Event Planner 1,2, or Senior

Salt River Project - Tempe, AZ

Full-time - Mid Level

Tempe, AZ

501-1,000 employees

Utilities

About the position

As a Special Event Planner at SRP, you will play a crucial role in ensuring the seamless execution of various events, including PERA programs, from the initial inquiry stage through to post-event follow-up. You will serve as the primary point of contact for clients, vendors, and meeting planners at the PERA Conference Center, working closely with internal teams to coordinate all aspects of event planning and execution. Your goal will be to create exceptional experiences for all attendees, ensuring that every detail is meticulously planned and executed to the highest standards. Your responsibilities will include developing detailed event plans that encompass timelines, layouts, and technical specifications. You will coordinate with both internal departments and external vendors to ensure that all aspects of the event are covered. This includes sourcing and negotiating contracts with vendors such as decorators, florists, and entertainment providers, as well as overseeing event logistics, which involves managing equipment rentals, transportation, signage, and guest accommodations. You will also be responsible for on-site management during events, ensuring that everything runs smoothly and addressing any issues that may arise. In addition to logistical coordination, you will meet with clients to understand their event requirements, providing expert guidance and recommendations to help them achieve their objectives. You will manage venue bookings, maintain regular communication with clients, and oversee budget administration, tracking expenses and identifying cost-saving opportunities. After each event, you will conduct post-event evaluations to gather feedback and identify areas for improvement, ensuring that each event is better than the last.

Responsibilities

• Develop detailed event plans, including timelines, layouts, and technical specifications.
• Source and negotiate contracts with external vendors, including rentals, decorators, florists, and entertainment providers.
• Oversee event logistics, including equipment rentals, transportation, signage, and guest accommodations.
• Serve as the main point of contact during events, overseeing setup and coordinating vendor activities.
• Meet with clients to understand their event requirements and provide expert guidance.
• Manage venue bookings and collaborate with venue staff for logistical requirements.
• Maintain regular communication with clients to provide updates and ensure satisfaction.
• Manage event budgets, track expenses, and provide accurate cost estimates to clients.
• Direct the development of audio/visual, displays, signage, and collateral materials for events.
• Conduct post-event debriefs with clients and internal teams to gather feedback and identify areas for improvement.

Requirements

• Minimum of 5 years of experience in event planning and coordination, particularly with community or venue events.
• Completion of a Bachelor's Degree from an accredited institution.
• Strong organizational and multitasking skills with meticulous attention to detail.
• Excellent communication and interpersonal skills.
• Experience working cross-functionally in a mid to large-sized organization.
• Ability to work effectively under pressure and adapt to changing priorities.
• Advanced computer proficiency in Microsoft Office suite and prior experience with event management registration systems like EventPro.
• Flexible schedule, including availability to work evenings, weekends, and holidays as required.
• Knowledge of industry trends, best practices, and regulations related to event planning and hospitality.
• Ability to stand and walk for extended periods and lift, carry, and move up to 40 lbs.

Nice-to-haves

• Experience with community engagement events.
• Familiarity with sustainability practices in event planning.
• Certification in event planning or related fields.

Benefits

• Pension Plan (at no cost to the employee)
• 401(k) plan with employer matching
• Medical, vision, dental, and life insurance available from the first day
• Over 200+ hours of PTO (includes vacation days, holidays, floating holidays, and sick leave)
• Parental leave (up to 4 weeks) and adoption assistance
• Wellness programs including access to a recreation and fitness facility
• Short and long-term disability plans
• Tuition assistance for both undergraduate and graduate programs
• 10 Employee Resource Groups for career development, community service, and networking