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Senior Event Planner
Upwardly GlobalNew York City, United Statesfull_timeVerifiedPosted 31 Mar 2025
💰 $94,000/yr($80,000/yr – $94,000/yr)
About the role
Title: Temporary Senior Event Planner – 2025 Gala
Department: Development
Reports to: Director of Individual Giving
FLSA Status: Non-Exempt
Location: New York City
Schedule: 32- 40 hours/week
Duration: May- October 2025
About the Organization
Over the last two decades, Upwardly Global has supported thousands of immigrant and refugee professionals in transitioning from poverty or exclusion to quality, thriving-wage careers through its customized coaching program and comprehensive approach to integrating skilled immigrants into the US job market. Upwardly Global is a data-driven, innovative organization with a bold vision and a fearless spirit operating out of four major US markets and providing remote services to several parts of the country. It is unwavering in its commitment to a diverse and inclusive culture where every voice matters.
Position Overview
Upwardly Global is seeking a detail-oriented and creative Temporary Senior Event Planner to lead the planning and execution of the organization’s 25th Anniversary celebration the “Brighter Futures Together Gala” to be held on September 24, 2025, at Tribeca 360 in NYC. This high-impact fundraising event will feature a cocktail reception, seated dinner, entertainment, and a speaker program.
The Senior Event Planner will serve as the project lead and will work in close collaboration with two internal UpGlo staff members. The planner will manage event production, oversee vendor and guest coordination, coordinate day-of logistics, and manage post-event wrap-up, all while ensuring that the gala reflects the mission, values, and elevated standards of the organization.
Essential Duties & Responsibilities:
Department: Development
Reports to: Director of Individual Giving
FLSA Status: Non-Exempt
Location: New York City
Schedule: 32- 40 hours/week
Duration: May- October 2025
About the Organization
Over the last two decades, Upwardly Global has supported thousands of immigrant and refugee professionals in transitioning from poverty or exclusion to quality, thriving-wage careers through its customized coaching program and comprehensive approach to integrating skilled immigrants into the US job market. Upwardly Global is a data-driven, innovative organization with a bold vision and a fearless spirit operating out of four major US markets and providing remote services to several parts of the country. It is unwavering in its commitment to a diverse and inclusive culture where every voice matters.
Position Overview
Upwardly Global is seeking a detail-oriented and creative Temporary Senior Event Planner to lead the planning and execution of the organization’s 25th Anniversary celebration the “Brighter Futures Together Gala” to be held on September 24, 2025, at Tribeca 360 in NYC. This high-impact fundraising event will feature a cocktail reception, seated dinner, entertainment, and a speaker program.
The Senior Event Planner will serve as the project lead and will work in close collaboration with two internal UpGlo staff members. The planner will manage event production, oversee vendor and guest coordination, coordinate day-of logistics, and manage post-event wrap-up, all while ensuring that the gala reflects the mission, values, and elevated standards of the organization.
Essential Duties & Responsibilities:
- Event Planning Coordination
- Lead overall project management using Asana, managing milestones, timelines, and communications.
- Facilitate weekly planning calls with internal staff.
- Manage venue logistics, including floor plans, walk-throughs, and setup, serving as primary point of contact with venue
- Source and coordinate with vendors for AV, decor, photography, floral, and entertainment.
- Collaborate with the Communications team on content for print and electronic marketing materials leading up to the event, and needed for night of.
- Negotiate vendor contracts and secure quotes aligned with the event budget.
- Coordinate with speakers, honorees, and sponsors, collecting bios, photos, and seating preferences.
- Join Upwardly Global staff in monthly calls with honorees to plan and prepare for event, and also provide them with weekly Gala revenue updates from their personal outreach lists.
- Oversee accurate tracking of ticket and sponsorship sales and guest name tracking via Classy.
- Organize and lead technical rehearsals and pre-event walkthroughs.
- Develop event run of show and manage the collection of all remarks from event speakers
- Event Day Execution
- Oversee registration, guest check-in, and guest services.
- Manage volunteers, staff, and vendors to ensure event runs on time and to standard.
- Monitor the event flow and transitions (e.g., speeches, performances, dinner service).
- Lead coordination of AV/lighting/talent transitions.
- Support auctioneer in fundraising efforts including paddle raise and donor tracking.
- Staff the gift/exit table to ensure a smooth guest departure experience.
- Post-Event Responsibilities
- Oversee post-event “thank you’s” to honorees, sponsors
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