Event Planner

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As a member of the Yale Conferences & Events (YC&E) department and reporting to the Senior Manager, Events, the Event Planner is responsible for securing revenue-generating programs, fortifying client relationships that enhance Yale’s academic and financial mission and identifying operational solutions that reduce overhead cost while producing greater operational efficiencies.

• Initiates and develops all aspects of a conference, event or program budget, and works with the client to evaluate the appropriate price structure while managing interactions with internal and external service providers.
• Advise clients regarding line‑item expenses and ensure that funding sources are sufficient to cover the program budget. Create final forecasts, reconcile budgets for invoicing, and ensure all charges are accounted for, accurate and explained properly.
• Manage delivery of all services contracted by YC&E working closely with Yale internal and external service providers including, but not limited to, Yale Hospitality, Media Services, Facilities, YPPS and Yale Police and Campus Security, as well as those provided by hotels, caterers, rental companies, and other community service providers.
• Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. Provide comprehensive on‑site management as dictated by program needs.
• Provide high level customer service to guests and clients, ensuring that respect, responsiveness, and professionalism is demonstrated and that key issues are addressed.
• Work with department leadership to propose new business models and potentially pilot new programs which could enhance Yale’s revenue potential and increase level of services offered.
• Recruit, hire, train, lead, and supervise program assistants and summer staff.
• Carry out all aspects of program management, which includes, but is not limited to, client relations, compliance, risk management, housing assignments, registration, conference planning, processing, service orders, travel, database management and on‑site coordination.
• Cultivate and develop beneficial relationships with internal and external service providers and organizations. Communicate department’s on‑going program activity to other Yale departments and community that may be affected.
• Utilize Cvent and Salesforce event management database systems.

• Flexible, energetic, creative, entrepreneurial leader, with strong consensus‑building skills. Talented problem solver. Excels in a fast‑paced, results‑oriented, customer service‑focused setting. Highly proficient at managing multiple priorities while exceeding client expectations.
• Proven ability to build and maintain influence and trust with a wide array of clients and constituencies and to work both collaboratively and independently in an organized and productive manner.
• Strong written, editing, and oral communication skills; ability to think analytically and quantitatively to formulate budgets. Superior interpersonal and negotiation skills with ability to work with a range of individuals to adapt and exceed customer expectations.
• Strong work ethic and ability to work in a team‑oriented environment. Highly proficient at taking initiative, prioritizing, and meeting deadlines. Flawless attention to detail.
• Highly proficient in utilization of various technologies and and/or willingness and ability to learn new online tools.

• Experience in a for‑profit setting; advanced knowledge of hospitality industry; marketing, sales, and communications experience.
• Familiarity with YC&E programs.

• In support of the overall mission, plans, directs and oversees programmatic activities.
• Develops, implements, and maintains operational policies and procedures.
• Manages program communications;…