Director of Event Planning

This position is full-time on-site in Turners Falls, MA.

POSITION SUMMARY:

Reporting to the CEO, this position is responsible for ensuring all Responsive Classroom Advertised Institutes are expertly planned to meet their stated goals and business objectives. They oversee all aspects of planning and are responsible for analyzing the results of each Institute season or institutes within a season to determine what factors contributed to the effectiveness of the Institute and present the data in an accurate, trustworthy and easy to understand format that informs decisions about where resources should go next.

The Director works closely with other members of the leadership to ensure customers have a friction-free, optimized experience from registration to course completion.

The Director plans an 18-month events calendar, including identifying city, state, and venue locations aligned to CRS’ strategic growth plan.

The Director must be an excellent planner, organizer, and have keen attention to detail.

PRIMARY DUTIES & RESPONSIBILITIES INCLUDE:

18-Month Advertised Institute Planning

• Adhere to the established timelines for Planning Responsive Classroom Advertised Institutes.
• Collects, manages and reports on data to inform the Advertised Institute Location Plan.
• Research draft recommendations for Advertised Institutes locations to city, state and venue options as required.
• Finalize the Advertised Institutes calendar for dissemination; updates on a regular basis as needed.
• Meets planning timelines and successfully balances all the tasks required to plan the institutes.
• Provide regular and periodic reports on the progress of event planning, ensuring the planning stays on timeline.

Project Management

• Updates and follows a detailed work plan and schedule that identifies and sequences the phases and correlating activities needed to successfully complete annual advertised institute planning.
• Monitor the progress of each phase and adjust the schedule as necessary to ensure the successful, on-time completion of the plan.
• Follows an established communication schedule to update appropriate staff on the progress of the planning and to proactively resolve any issues that may hinder on-time completion of the annual plan.
• Review the quality of the work plan with the project team on a regular basis to ensure continuous improvement.
• Develop forms and records to document project activities.
• Evaluate the outcomes of the project as established during the planning phase.

Venue Site Selection

• Follows established best practices and event standards for assessing and choosing a venue for each Advertised Institute.
• Oversees and directs booking of host-sites and event venues.
• Communicates in a clear and professional manner with potential and existing school host-site and event venue personnel.
• Specify venue requirements to ensure the venue site meets the needs of the Advertised Institute and the participants.
• Manages school host-site and venue relations in order to sustain long-term positive relations.
• Maintains and regularly updates a database of current and potential school host-sites and event venues.
• Oversees the completion of host-site and venue agreements.
• Conducts pre- and post-venue evaluations and reports on outcomes.
• Organizes all venue files in an orderly manner, consistently reviews and updates SOPs and expectations.
• Maintains a clear understanding of the broad and specific marketing plans for each Advertised Institute to ensure the venue can accommodate those plans.

Plan and manage technical and logistical services to ensure the seamless execution of each Advertised Institute.

• Oversees catering for meals and beverages and shortlisting vendors to provide these services.
• Ensures technology is available for each Advertised Institute.
• Liaises with the school host-site, venue representative and CRS staff to ensure a well-coordinated and successful event.
• Manages event expenses to budget and provides logistical support to resolve and prevent issues as they arise as the events occur.

Excellent Customer Relations

• Oversees and manages host site relations.
• Respond to customers with respect and empathy and provide speedy solutions to meet their needs and concerns.
• Provides realistic, thoughtful responses that make customers feel heard and valued.
• Accurately convey registration and other information to customers.
• Strive for continuous improvement in providing quality customer service and care.

Shipping, Packing, Receiving and Inventory Management

• Ensures excellent execution of shipping from warehouses or headquarters for institutes and trade shows.
• Maintains an orderly, organized and systematic management of trade-show materials.
• Ensures all accompanying documentation is present with packed items.

Qualifications

• Four-year degree in Event Management, Hospitality Management or similar discipline with at least 2 years of progressive leadership experience as event planner, planning major events or two-year degree with 4 years of experience as event planner planning major events.
• Exceptional planning, organizational and time management skills
• Excellent communication skills, including effective writing, speaking, and listening.
• Knowledge of common software applications and web services (i.e., Microsoft Office, G-Suite, Zoom)
• Demonstrated knowledge of or able to become skilled at using CRM software applications, such as Salesforce.
• Able to prioritize tasks and keep up with multiple projects simultaneously.
• Autonomous, self-starter, high degree of professionalism
• Able to receive and apply feedback.
• Regular and reliable attendance.
• Disposition is consistently professional, cooperative, and collegial as evidenced by workplace maturity, composure, perspective, transparency, reliability, integrity and trustworthiness.
• Caring for and commitment to the vision, mission, and welfare of CRS.

Physical Requirements

• Able to use a computer for up to 8 hours/day with breaks and lunch.
• Able to talk on the phone for up to 7 hours/day.
• Able to travel by airplane and automobile, occasionally.
• Lift up to 75 pounds.

This job description is only a summary of the typical functions of this position, not an exhaustive or comprehensive list of all possible job responsibilities, tasks and duties. Responsibilities, tasks, and duties of individual jobholders may vary from the above description. Other duties, as assigned by the jobholder’s supervisor, may also be required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Salary : $18