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Event Planner

Title:                       Event Planner

Reports to:             Director, Events

Job Summary:        The Event Planner is responsible for delivering exceptional event experiences designed to advance Heritage’s mission. The Event Planner is supervised by the Director of Events.

Job Duties:

  • Venue & Vendor Selection – includes researching venues and vendors, drafting RFPs, and negotiating contracts in a manner that is consistent with industry best practices and aims to protect Heritage’s interests. This process may include conducting site visits to ensure venues continually uphold Heritage’s standard of excellence and meet the specific programmatic needs of the event.
  • Event Communication – includes developing and editing event marketing materials, including invitations, programs, agendas, and online presence that capture and communicate The Heritage Foundation’s mission
  • Event Execution – includes seamless planning and on-site execution of program and logistics, coordination of high-profile speakers, venue coordination, audio visual production, security protocols, volunteers and support staff supervision, and vendor logistics. Propose and implement new ideas to improve the event planning and execution process
  • Event Evaluation – includes helping stakeholders to use their resources more effectively and set future strategy by conducting after action reviews, compiling post event reports, and survey results
  • Event Budget & Expenses – includes submitting personal purchasing card expense reports, processing invoices, producing event revenue and expense reports, and exercising budget discipline by making cost-effective decisions and carefully monitoring expenses throughout the planning process to adhere to established budgets; determine new and innovative ways to reduce costs associated with events
  • Enterprise Alignment – includes communicating and collaborating effectively with internal partners at Heritage on multiple projects and aligning all event planning activities with the stated mission and objectives for the particular event

Skill Factors:

  • Education:                   Bachelor’s Degree
  • Experience:                 3-5 years of experience in event management
  • Computers:     Proficient in MS Office (Excel and Word), Outlook, and the ability to master new software.

Special Skills/Requirements:  

  • Excellent customer service skills
  • Effective written and verbal communication skills; ability to communicate clearly and concisely with all levels of the organization
  • Ability to think critically and handle emergency situations, demonstrating sound judgment under pressure
  • Excellent organizational skills and attention to detail; proven ability to handle multiple projects while setting appropriate priorities to achieve goals
  • Understand and support the Heritage mission and vision for America, and the team’s goals and objectives
  • Availability to travel and work nights and weekends when necessary
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