Event Planner

Philly Peace in progress is a black-and-woman-led community -based 501 (c)(3) non-profit organization in West Philadelphia, PA. We are on a mission to rebuild troubled youth by helping them become more positive and healthy problem solvers. The goal is to help them develop problem solving skills through fun, yet educational field trips, group talks with experts, skill focused activities and tutoring.

GENERAL JOB DESCRIPTION

Manage all aspects of event planning meeting strict deadlines and budget demands

Nurture and build relationships with vendors, venues, and other industry contacts to craft and implement creative and logistical aspects of all events

Stay current, and often ahead of the curve, on event planning, design, and production trends, proactively identifying and solving operational challenges

Establish standard procedures and train staff to execute them

Comply with legal, insurance, health and safety regulations at all times

MAJOR DUTIES AND RESPONSIBILITES

We are seeking a experienced event planner to help us maintain our reputation for memorable events by managing the production from concept through completion. The ideal candidate is passionate, creative, and detail oriented, and dedicated to providing superb client service at every turn. This role demands an expert in all aspects of event, meeting, and conference planning, including cost containment, venue scouting, equipment logistics, room setup, and a wealth of best practices. She/He will also have excellent leadership skills and the ability to delegate responsibilities to meet quality expectations. The best fit for our company is an event planner who can manage the daily details with big-picture thinking to ensure truly unique experiences.

MINOR DUTIES AND RESPONSIBILITIES

Collaborate with Program Coordinator, Fundraiser Assistant and Marketer.

Coordinate with internal staff, clients, vendors, and others to establish needs for events, and serve as liaison to senior level executives, government officials, and industry leaders throughout the planning process.

Research resources, make site visits, and lead pre-event meetings when necessary to help staff make decisions about event design.

Plan and facilitate logistics for all events, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials.

Oversee client experiences from conception through post-event, managing on-site preparations, production, and event breakdown, ensuring consistent, high-level service throughout all phases.

Maintain and build a comprehensive database of industry contacts, vendors, and venues.

Troubleshoot and handle any issues that arise on the event day.

QUALIFICATIONS FOR THE JOB

Education:

Associate degree in event management or a related discipline Experience in marketing and/or public relations

Proficient with the manage registration and event logistics

KEY COMPETENCIES

Proven success as an event planner or coordinator Strong interpersonal and communication skills Experience in maintaining and building enriching business relationships Excellent organizational skills, including multitasking, time management, and meticulous attention to detail Ability to handle pressure and make split-second d