Event Planner

The Event Planner is responsible for the design and production of company events. They will work independently to understand client requests, research, schedule, project, and resource manage the end-to-end planning to Penumbra standards. The Event Planner will work closely with other Facilities Administration and Meeting Support personnel as well external vendors and internal stakeholders requiring significant decision-making and problem-solving skills in the coordination of logistics and the execution of various company functions and events for both on-site and off-site.

 

• Conduct initial research and subsequent logistics or for events, including team building activities, happy hours, dinners, supplier visits and any other on-site meeting or off-site event.

• Point person for department management of on-site logistics such as equipment, catering requirements, restaurant and conference room bookings as needed.

• Create, communicate, and maintain project timelines with priorities and plans/concepts covering all aspects of event production.

• Make cost-effective decisions within the budget allocated or forecasted.

• Attend and project manage the events, taking a proactive approach with decision-making authority and discretion while maintaining a focus on creating a positive attendee experience.

• Responsible for original design and contingency planning for potential scenarios that could impact the integrity of the event.

• Maintain a working knowledge of the complex needs of a wide variety of events.

• Prepare event briefing materials (e.g., work plan, post-event debriefs, communications to clients and management).  

• Schedule regular planning and update calls with event stakeholders to strategize and align on engagement expectations as well as cost projections with collaboration on event decisions.

• Drive the event planning process via internal and external communications.

• Visit potential venues and complete comprehensive site inspection and surveys to share with stakeholders and provide recommendations.

• Establish and maintain relationships with vendors and venues, continue to grow network of preferred partners.

• Manage and document expenses for each event along with building out an itemized report to send to stakeholder.

• Lead post-event debrief meetings, evaluate potential areas for enhancement, and make recommendations for events and functions on continual improvements for the Admin Support Teams

• File and retain all supporting documents for each event including menus, contracts, invoices, etc.

• Provide support to the Facilities and Operations team as needed

• Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures.

• Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company.

• Ensure other members of the department follow the QMS, regulations, standards, and procedures.

• Perform other work-related duties as assigned

 

• Bachelor’s degree in related field with 3+ years of event planning and coordination experience, or equivalent combination of education and demonstrated experience

• Event and Meeting Professional Certificate or Certification preferred

• Experience planning large scale events for 2000+

• Experience planning team building events for large and small groups

• Knowledge of contracts and experience in negotiation

• Strong oral, written, and interpersonal communication skills

• High degree of accuracy and attention to detail

• Proficiency with MS Word, Excel, and PowerPoint

• Excellent organizational skills with ability to prioritize assignments while handling various projects simultaneously

 

General office environment. Willingness and ability to work on site. May have business travel from 10%-25%. Requires some lifting and moving of up to 40 pounds. Must be able to move between buildings and floors. Must be able to remain stationary and use a computer or other standard office. equipment, such as a printer or copy machine, for an extensive period of time each day. Must be able to read, prepare emails, and produce documents and spreadsheets. Must be able to move within the office and access file cabinets or supplies, as needed. Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.

 

We offer a competitive compensation package plus a benefits and equity program, when applicable.  

Individual total compensation will vary based on factors such as qualifications, skill level, competencies, and work location