Senior Specialist, Events & Conferences

Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. With more than 600 health centers across the country, Planned Parenthood organizations serve all patients with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.
Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates operating health centers across the U.S. Planned Parenthood Action Fund is an independent, nonpartisan, not-for-profit membership organization formed as the advocacy and political arm of Planned Parenthood Federation of America. The Action Fund engages in educational, advocacy, and electoral activity, including grassroots organizing, legislative advocacy, and voter education.
Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seek a Senior Specialist, Events and Conferences. This job reports to the Senior Director, Events and Conferences division of PPFA while conducting event planning initiatives, coordination and management support to the Events and Conferences team for the 60+ annual meetings and events produced by the National Office. The ideal candidate thrives in a fast-paced environment, learns quickly, can work collaboratively with a wide variety of people from different backgrounds, and has very strong attention to detail.  This role will be based out of the New York City Office or the Washington DC Office.
Purpose:
●Working with individuals and teams across departments/divisions, the Senior Specialist, Events & Conferences is responsible for the execution of planned conferences, events, and meetings across the National Office including supporting project timelines, budgets, and workflow.●The Senior Specialist is knowledgeable in technical production and event management. The person in this position has the ability to juggle multiple events in a fast-paced, dynamic environment. ●A keen eye for detail, quality management, live and virtual production experience, time management, and multiple team coordination. With excellent judgment, organization, and project management skills with the ability to assess situations quickly, take action and resolve problems, the Senior Specialist ensures a high level of delivery and develops improvements as needed.
Delivery:
●Assists with all aspects of registration including data, reporting and technical assistance with a variety of events and conferences technology tools and platforms.●Develops event staffing plans and train/brief staff and volunteers on events including roles, expectations, and security protocol.●Partners with the PPFA security team to support event-specific security protocols that balance a safe and positive experience for all attendees before and during the event.●Updates Events and Conferences department intranet pages including interfacing with PPFA  IT department and keeping content current.●Provides technical assistance for all event and conference technology platforms, including online registration and conference mobile apps.●Support Manager in collecting data and reporting for all National Office-sponsored events and conferences, ensuring compliance with organizational requirements and demographic goals.●Assist with the Events and Conferences request process and ensure all trackers and shared calendars are up to date with the latest details, location and event contacts.●Responsible for communications to internal requesters updating on the status of event requests.●Drafting agendas, organizing materials for distribution, reserving meeting rooms, physically setting up rooms, setting up video conferencing or presentation equipment, ordering catering and setting up, taking meeting minutes and escorting guests.●Assists Manager with all event registration systems from sourcing event systems, building registration pages, launching, and managing on-site registration to ensure safety, compliance and positive participant experience.●Support with on-site check-in systems, staffing, and customer service requests during all national office-sponsored events and conferences.●Manage all logistics of small-scale conferences and events (less than 150 attendees) including vendor sourcing and management, venue selection, site visits, budget management, project plan management, logistics communications, registration, on-site event management, prioritization and resolving issues.
Engagement: ●Communic