Event Planner

Thomas Jefferson Foundation; Charlottesville (VA); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Excellent benefits package

Fitness club membership discount

Employee Assistance Program (EAP)

$500 employee referral bonus

Quarterly social events for employees

Job summary

The Thomas Jefferson Foundation in Charlottesville, Virginia, is seeking an experienced Event Planner to create remarkable events at Monticello. This role involves managing logistics, collaborating with internal stakeholders, and ensuring high-quality event experiences while adhering to budgetary constraints.

Candidates should have a Bachelor's degree and 3 to 5 years of relevant experience. The position offers a comprehensive benefits package including medical, dental, and a 401(k) retirement plan.

Qualifications

• 3 to 5 years of professional experience in event, meeting, and/or conference planning.
• Proficient with high-level computer skills, including Microsoft Office.
• Ability to manage multiple projects simultaneously.

Responsibilities

• Manage logistics and execution for events at Monticello.
• Build complete working plans for each event.
• Prepare and manage event budgets.

Skills

Event planning

Communication skills

Multi-project management

Problem-solving

Budget management

Education

Bachelor's degree

Tools

Microsoft Office suite

Event software

InDesign

Photoshop

Illustrator

Job description

About the Thomas Jefferson Foundation: The Foundation preserves and interprets Monticello and engages audiences in national and global dialogues about history, culture and justice.

Event Planner

The Thomas Jefferson Foundation is seeking a talented, detail‑driven Event Planner to bring extraordinary events to life at Monticello while advancing its dual mission of preservation and education.

Responsibilities

• Manage logistics and execution for a portfolio of events at Monticello, acting as the external client’s liaison to the Foundation’s events‑supporting departments.
• Partner closely with internal stakeholders to understand event needs, provide expert planning guidance, and manage events onsite, resolving issues swiftly and professionally.
• Build a complete working plan for each event, translating the plan into a checklist of services and deadlines for client review and sign‑off.
• Research and address client, donor, or event‑specific needs.
• Source and select appropriate vendors, manage vendor relationships, and serve as the liaison to vendors.
• Create event operations plans, event layouts, itineraries and other supporting documents and planning tools.
• Develop client proposals, itineraries and contracts as necessary.
• Create and manage collateral materials.
• Communicate all event plans to relevant Foundation departments and coordinate event needs such as lawn mowing, guest‑services staff, volunteer coordination, etc.
• Direct event load‑in and set‑up including audio‑visual, tents, rentals and catering, ensuring minimal impact on the visitor experience.
• Prepare and manage event budgets, ensuring cost‑effective solutions while maintaining high‑quality standards.
• Initiate post‑event debriefs and documentation for future events.

Business Development and Sales

• Help manage the overall private events rental program in partnership with an exclusive caterer and the Special Events Operations Manager.
• Lead the private event sales process: taking inquiries, conducting site visits, creating proposals.
• Assist in developing venue marketing materials (digital and print) and website updates with the Marketing department and exclusive caterer.
• Increase business by understanding visitor demographics and proactively network with local and regional partners.

Administration

• Manage budgets for events in the portfolio and track event expenses to ensure costs stay within departmental or client budgets.
• Process vendor invoices for payment and create post‑event accounting summaries.
• Process invoices for charging external clients and ensure an accurate Events invoice is prepared by the Foundation’s accounting department.

Knowledge, Skills and Abilities

• Proven ability to manage multiple projects simultaneously.
• Exceptional communication skills, diplomacy, collaboration and problem‑solving ability.
• Ability to work in a fast‑paced, constantly changing environment.
• High‑level computer skills; proficient with Microsoft Office suite, and willing to learn event software. Experience with InDesign, Photoshop, Illustrator and web design is preferred but not required.
• Ability to receive constructive feedback and be flexible with last‑minute event changes.
• Strong organizational and budget‑management skills.

Physical Demands and Work Considerations

The Event Planner must ensure supplies are present at events and may need to lift and carry items such as linens, chairs and cases of wine. Monticello is located on a mountain‑top; the Planner must be able to walk on steep inclines and uneven, rocky terrain. Availability to work evenings and weekends and attendance at signature Monticello events, including Founder’s Day, Cabinet Retreats, and July 4th, is required.

Education

Bachelor’s degree and at least 3 to 5 years of progressively responsible professional experience in event, meeting and/or conference planning. Relevant experience may be considered equivalent to the required degree.

Benefits

• Excellent benefits package (medical, dental, vision, 401(k) retirement savings plan with 6% match, life insurance, and more).
• Fitness club membership discount.
• Discount at the Monticello Café, gift shop and Monticello online catalog.
• Employee Assistance Program (EAP) – free for employee and dependents.
• $500 employee referral bonus.
• Quarterly social events for all employees.