Job Title: Sr. Offsite Event Planner (Embedded in the Bill and Melinda Gates Foundation)
Group/Team: BMGF (London)
Reports to: Sr. Director Event Management
Location: London, UK (embedded in BMGF office)
Employment Type: FT, Salaried
Travel Requirements: 20% domestic and international (passport needed)
WHO WE ARE
OPUS AGENCY
Opus Agency is a future-forward full-service Global Events Agency with over 325 team members in the United States and the United Kingdom. Our embedded Bill and Melinda Gates Foundation (BMGF) team plays a critical role in this vision, partnering with world-shaping brands like Amazon, Microsoft, Google, and Salesforce.
WHAT WE ARE LOOKING FOR
The OFFSITE EVENT PLANNER serves as a planner for multiple onsite and offsite convenings and meetings (typically ranging in size from 5 to 300 people), managing all aspects of coordination without regular supervision.
YOU SHOULD HAVE
* Event Management experience (minimum of 200 attendees) required.
* Bachelors Degree from a four-year institution is preferred.
ESSENTIAL RESPONSIBILITIES
* Manage multiple convenings that may require AV, food and beverage, offsite dinners, site visits, registration, and travel with attendance ranging from 5-300 in areas not limited to the UK, Europe and the Middle East.
* Advise clients on site search results and make thoughtful recommendations based on client’s needs.
* Review and negotiate contracts on behalf of client such as hotel room block contracts, restaurant contracts, and local venue contracts.
* Manage project documents for larger convenings such as client meeting documents, contracts for venues, budget templates, BEOs, space plan/venue documents, timelines, and transportation plans.
* Occasional work in the clients office as additional support with onsite event staff.
* Must be proficient in negotiations and establish good relations with vendors.
* Regularly research and maintain a written resource of local and relevant event industry happenings.
* Illustrate an understanding of international meeting coordination.
* Learn EMS software (Event Management System) and regularly update EMS with current event information.
* Report to Opus manager and members of client event team on a regular basis.
* Maintain clear communication with manager and/or client regarding special problems or exceptions to policies and procedures.
* Share experiences, challenges, and solutions to benefit other team members.
* Treat all proprietary information as confidential.
* Participate in the weekly client Events Team Meetings and attend other training sessions as required.
* Represent the client’s stewardship and values in all tasks.
* Follow established policies and procedures for appearance, timeliness, and safety.
* Attain a thorough knowledge of Opus Agency's operating procedures.
* Utilize internal system for reconciling event-related charges.
* Use Excel and Word efficiently for reports.
* Speak in company and client meetings.
* Maintain a familiarity with event department resources.
* Ensure appropriate coverage during any times out of the office.
* Effectively perform work assigned in a timely, customer-centric, and accurate manner.
* Supervise client communication and meeting management.
* Perform other duties as assigned.
SUPERVISORY RESPONSIBILITIES
None
COMPETENCIES
* Microsoft Office suite program experience preferred.
* Exceptional attention to detail.
* Demonstrate strong verbal and written communication, presentation skills, and quantitative abilities.
* Ability to effectively prioritize workload on multiple projects & events simultaneously.
* Accept changes with short notice and tolerate frequent interruptions.
* Successfully perform in a high-stress, fast-paced environment.
* Display strong critical thinking, organizational, and analytical capabilities.
* Work cooperatively with other employees, vendors, and clients.
* Ability to read, edit, customize, and manipulate data and reports.
* Portray professional presence through superior communication, presentation, promptness, and appearance.
NOT SURE IF YOU SHOULD APPLY?
Studies show that those identifying as under-represented individuals might have talked themselves out of applying at this point. Don’t worry about checking every single box. At Opus Agency, we are dedicated to building a diverse, inclusive, and authentic team – so if you’re excited about this role, but your past experience doesn’t align perfectly with every single qualification in this job description, we encourage you to apply anyway.
OTHER DUTIES AND ACKNOWLEDGEMENT
This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. This does not create an employment contract, implied or otherwise, other than an “at-will” relationship.
Opus Agency does not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.
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