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Sr. Onsite Planner - Non-Profit
The Opus GroupUnited Statesfull_timeVerifiedPosted 13 Feb 2025
💰 $80,000/yr($70,000/yr – $80,000/yr)
About the role
Job Title: Sr. Onsite Event Planner (Assignment at The Gates Foundation Seattle Office)Group/ Team: Event Management/ BMGF Reports to: Onsite Event Lead Location: Seattle, WA (In office 4 days/week)Employment type: FT, Salaried, Exempt 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. As we look ahead to 2025 and beyond, our profound opportunity is to shape the future of events in an increasingly AI-infused world. In an era where digital interactions often dominate, the authenticity of real-world connections will become paramount. Events will emerge as the #1 priority for CMOs, driving brand success and fostering deep, meaningful relationships with audiences.
Our Event Management team plays a critical role in this vision, partnering with world-shaping brands like Amazon, Microsoft, Google, and Salesforce, as well as an ever-expanding roster of category creators and fast-growing global brands. With these clients, we don’t just respond to change; we shape it by pulling the future forward and leading them into a new era of event marketing. As a Sr. Onsite Event Planner, you will be at the forefront of this mission, driving innovative and impactful strategies that align with this events-driven vision for the future. WHAT WE ARE LOOKING FOR The Sr. Onsite Event Planner serves as the lead on a high volume of events annually, taking place at the Gates Foundation offices and conference center in Seattle, managing all aspects of the event to ensure its success. The Sr. Onsite Event Planner should be able to create exceptional experiences, set the standard for customer service, and ensure that all event elements and arrangements are agreeable to client, team, and attendees. This is a client-facing role and will work full-time at our client office located in Seattle, WA. YOU SHOULD HAVE
Our Event Management team plays a critical role in this vision, partnering with world-shaping brands like Amazon, Microsoft, Google, and Salesforce, as well as an ever-expanding roster of category creators and fast-growing global brands. With these clients, we don’t just respond to change; we shape it by pulling the future forward and leading them into a new era of event marketing. As a Sr. Onsite Event Planner, you will be at the forefront of this mission, driving innovative and impactful strategies that align with this events-driven vision for the future. WHAT WE ARE LOOKING FOR The Sr. Onsite Event Planner serves as the lead on a high volume of events annually, taking place at the Gates Foundation offices and conference center in Seattle, managing all aspects of the event to ensure its success. The Sr. Onsite Event Planner should be able to create exceptional experiences, set the standard for customer service, and ensure that all event elements and arrangements are agreeable to client, team, and attendees. This is a client-facing role and will work full-time at our client office located in Seattle, WA. YOU SHOULD HAVE
- 5+ years of experience in customer service and event planning at an event venue, hotel or agency or other relevant experience.
- Possess the discretion and integrity necessary for handling confidential interactions with high-profile individuals.
- Event Management experience (minimum of 200 attendees) required.
- Proven experience in supporting high-touch individuals, projects, and events successfully.
- Bachelor's degree from a four-year institution is preferred.
- Manage multiple meetings and events (ranging from 2-12 events a day; with attendances ranging from 5 to 500 people) taking place on the Gates Foundation campus in the conference center, campus buildings, or Discovery Center with varying event elements and requirements including AV, food and beverage, and room configuration
- Responsible for effective and prompt communication between internal team, clients, and partner organizations
- Must be detail oriented in project management and tracking tasks, as well as taking the initiative and being proactive
- Able to lead client meetings unsupervised, advising clients on major decisions about each event
- Review and negotiate contracts on behalf of clients such as local venue contracts, restaurant contracts, menus, and payments
- Manage client documents for events such as client meeting documents, contracts for venues (ex. restaurant, hotels), BEOs, space plan/venue documents, timelines, and transportation plans
- Create event budget documentation and update the client regularly
- Establish positive relations with vendors (i.e., audio visual, facilities, catering) and work with vendors to secure needed materials on time and within budget ensuing materials meet requested specifications
- Become proficient with EMS software (Event Management System)
- Become proficient in the conference center’s Outlook calendaring system
- Assist coworkers as needed, provide event coverage for OOO team members
- Perform data entry for each meeting assigned
- Assist attendee check-in with the client Events Team coverage, including off-hour events, as needed
- Maintain clear and effective communication with manager
- Able to provide critical, construct
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