Events Management EVENT PLANNER

Overview

Headquartered in Colorado Springs, Colorado, Focus on the Family has nearly 700 employees who work to achieve the mission of enriching the lives of families, engaging the culture, advocating for life and spreading the Gospel of Jesus Christ. The work is meaningful, the culture is rewarding, and the purpose is eternal.

The Event Planner 3 position exists to oversee the planning of various small to large and executive level events by managing all planning, execution, follow-up, and evaluation of events onsite. This role supports the Planning Supervisor on extra-large events. It requires only general direction and works independently; unusual or complex problems are referred to the supervisor.

• Acts as a logistical lead in planning, execution, communication, and documentation of all assigned events ranging from small to large scale.
• Assists the Working Supervisor to execute logistical plans that support goals and objectives for large and extra-large events.
• Ensures all clients and event owners experience the highest level of care and communication throughout the planning and execution process.
• Provides and maintains consistent, regular, comprehensive communication and documentation, including participation in relevant events, keeping calendars, event information, attendee lists and other event related information to Working Supervisor, clients, President’s office, and other executive offices.
• Works effectively with various departments to ensure strong collaboration, partnerships, and successful events with prompt follow-through on tasks and quick responses to information requests.
• Coordinates and leads meetings for all assigned events, including creating presentations and presenting ongoing event progress.
• Develops detailed schedules and timelines in support of deadlines for assigned events, including setting due dates and ensuring completion by those dates.
• Gathers and prepares all assigned event materials; sets up rooms or spaces according to the event plan.
• Manages expenditures and income throughout the event planning process and creates final accounting at the conclusion of each event.
• Facilitates contracting, purchasing, and invoicing processes with internal and external teams.
• Assists the Working Supervisor in people management of key points of contact for large and extra-large events as needed.
• Manages post-event communication, debriefs, and documentation archival for all assigned events.
• Maintains regular communication of logistical status and reporting for all assigned events to Working Supervisor and Events Manager.
• Assists Supervisor in managing the event calendar and coordinating with the event production and operations team to review and execute on-site event requests.
• Assists and acts as backup for Working Supervisor on event calendar management.
• Develops and implements organizational plans for inventory and event spaces.
• Ensures data accuracy on the event database and supports the Working Supervisor in creating reports.
• Supports the Working Supervisor on monthly and annual reporting on general event data.
• Ensures all financial reports pertaining to assigned events are completed and submitted within specified timelines.
• Researches, analyzes, and understands data of event trends and best practices related to event planning, execution, and overall experience.
• Acts as a subject matter expert for the event management system, including building and maintaining registration sites as well as post-event documentation.
• Prepares appropriate FAQs for events as needed.
• Represents the Events Department on cross-functional teams to ensure successful events.

• Assists and supports other Event Planners and Supervisor as needed.
• Performs general office duties such as filing, typing, data entry.
• Performs other duties as assigned.

• May act as volunteer coordinator for large and extra-large events.

• Office and onsite/offsite venue environment.
• Must be able to pass a Post Offer Prehire Physical exam.
• May travel within the continental United States.
• May be required to work occasional…