Event Producer And Planner

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Event Producer & Planner

The application deadline is June 30th. However we encourage you to apply early if interested, as we will be reviewing applications on a rolling basis. Please submit both a resume and cover letter to be considered.

Summary Description

The Event Strategy & Production (ESP) Department seeks an Event Producer & Planner. Reporting to the Director, Event Strategy & Production, this full-time position will be primarily responsible for the planning, production, and execution of strategic events across all audiences.

The Ford Foundation is a leader in convening a wide variety of events and engagements related to social justice. Strategic, well-crafted events are a powerful way to advance our mission and build momentum for change. Events include, but are not limited to, conferences, summits, seminars, talkbacks, film screenings, symposiums, artistic and cultural programming, employee engagements, and other convenings and gatherings - in-person, hybrid, virtual, on and off-site.

The Event Producer & Planner is a proven event manager and project leader who can build and bring convening concepts to life and drive event production, logistics, and operations from inception to execution. Under the supervision of the Director, the producer will primarily partner across the organization to bridge programmatic priorities and communication strategies to build and execute dynamic, inclusive, and impactful engagements. The producer will also partner across internal operations teams (A/V, catering, facilities, property management, and security) to implement these engagements seamlessly. A successful candidate is innovative, versatile and manages projects and priorities exceptionally well while offering good humor and thoughtfulness to a growing global events team.

Responsibilities

Event Planning & Production

• Project manage assigned event portfolio in collaboration with team, lead kickoff and planning meetings, develop work plan, and drive all pre-production needs: timelines, run-of-shows, updating trackers, agenda, rehearsals, drafting memos, documenting progress and ensuring all stakeholders are brought along and aligned
• Prepare event materials, supplies, and other needs, including registration lists, name badges, menus, seating cards, and other print or electronic collateral
• Manage the planning, production, and logistics for a portfolio of hybrid, in-person and virtual events and engagements
• Partner with the event activation team on oversight of event creative, collateral and communications (from save-the-dates to post-event follow-up), event engagement strategy, invitation build and management, asset development, and other materials as needed
• Direct and oversee event production and execution; leading front and back-of-house management, including accessibility, registration, setups, signage, staffing plan, security, speaker prep, talent wrangling, decor, and other triaging other unforeseen elements
• Participate in off-site site visits and advance planning and design trips, venue sourcing, contract negotiation, and assisting in managing relationships with external vendors, consultants, agencies, etc.

Operations & Systems Management

• Manage event contracts, invoices, and requisition requests in close partnership with Department Coordinator to track progress, approvals, and accuracy of cost center coding.
• Own the input of attendee lists in the foundation’s visitor management system
• Track industry and event trends to support creating new innovative ideas for future events and engagements
• Lead event information management, working with colleagues to ensure all event services and details are accurately documented in the foundation’s internal venue management system
• Assist the Director in regular evaluation of event portfolio, organize analytics and feedback, pull and analyze reports, refine foundation-wide event best practices and conduct cross-team training and presentations.
• Maintain complete knowledge of the various event spaces, capacities, services offered by the foundation, and the foundation’s event policies

Qualifications

• Ability to contribute to a positive, productive, supportive, and motivating environment
• Ability to manage multiple events/projects while being a committed team players
• Ability to work flexible hours regularly including early mornings and late evening
• Demonstrated experience working with GSuite, Word, Excel, PowerPoint, and other Microsoft and Google applications
• Offers creativity, innovation, critical-thinking skills, and resourcefulness
• Experience with interdepartmental collaboration and managing vendor and other external relationships
• Ability to problem-solve, escalate issues with manager as appropriate, and follow up appropriately on process and procedural issues
• Proven ability to anticipate next steps, take the initiative, exercise discretion, manage up, and apply sound judgment
• Exceptional negotiation, organizational, and presentation skills
• Minimum of 5 years of experience with event planning, production and management
• Passion for social justice, community-building, and storytelling is highly desired
• Flexible, highly organized, and provide impeccable follow-up and attention to detail
• Demonstrates a high degree of emotional intelligence to partner and engage effectively with different audiences, clients, and stakeholders
• Baccalaureate degree in a related field or relevant and equivalent experience
• Proven self-starter who has project management mastery, prioritizes work assignments and can navigate shifting priorities, timelines, and schedules
• Excellent analytical, written, and oral communications skills

Physical Requirements And Travel

This job requires frequent movement around the building, occasional lifting of event materials, and frequent written and verbal communication with clients and partners. This role may require some travel in the U.S. and internationally.

The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact, [email protected] or call (212) 573-4627.

Salary

The Ford Foundation is committed to practicing salary transparency. The minimum salary for this position is $109,000 and the maximum is $127,000.

LOCATION:

This position is based in the foundation’s New York office. We operate in a hybrid model and require staff to be in the office three days per week.

Alignment to Culture and Values

• Personal qualities of humility, capacity for self-reflection, and a sense of humor
• Action-orientated and entrepreneurial self-starter who can work well independently and in teams
• Discretion and ability to handle confidential issues
• Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency

Benefits

• Office closed the week between Christmas and New Year’s Day
• Professional development initiatives for growth
• Three weeks’ paid vacation in first year of work; four weeks in subsequent years
• Medical and dental benefits for employee and immediate family on first day of work
• Tuition Reimbursement
• Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)
• Retirement savings account with matching company contributions of up to 13%
• Hybrid Workplace and Flexible Work Arrangement policies

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals.