Event Planning Specialist

Wounded Warrior Project; Tampa (FL); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Flexible hybrid schedule

Medical/dental/vision coverage

Competitive pay and incentives

Collaborative team environment

Job summary

Wounded Warrior Project seeks an experienced events professional to support meetings and programs, handling site selection, negotiations, catering, and budgeting. You will manage vendor relationships, timelines, and reporting, helping maximize donor dollars and ensure smooth event execution.

The role requires strong communication, project management, and the ability to work in a fast-paced, hybrid environment.

Qualifications

• Three years of experience in events or meetings planning or hospitality.
• One year of experience negotiating contracts.

Responsibilities

• Support Programs team with meeting and events logistics (site selection, rates, catering).
• Negotiate rates with hotels, ground transport, and A/V companies.
• Create event menus and pricing with catering vendors.
• Identify cost savings to maximize donor dollars.
• Manage budgets and generate reports using Cvent and Salesforce.
• Coordinate timelines, agendas, and activities for events.
• Prepare financial reports and reconcile invoices.

Skills

Event management

Vendor negotiation

Budget management

Project management

Communication

Public speaking

Team collaboration

Education

Bachelor’s degree in event planning/hospitality

Tools

Cvent

Salesforce

Microsoft Office

Job description

Great benefits. Competitive pay. We know these are some of the things people look for in a job. If you’re the kind of person who believes that honoring and empowering our nation’s veterans is more than just a cause — that it’s a calling — then we’re ready to meet you. When you join Wounded Warrior Project® (WWP), you’re committing to making a difference. We make a commitment to you, too – helping you to find that spark, ignite your passion to serve, and embark on a career with meaning and purpose. At WWP™, we recognize our mission cannot be accomplished without our talented teammates, which is why we’re proud to offer benefits such as:

• A flexible hybrid work schedule (three days in the office, two days’ work from home)
• Full medical, dental, and vision coverage for both teammates AND family members
• Competitive pay and performance incentives
• A fun, mission-focused, and collaborative team environment

A mission that matters is just the beginning, so if you’re ready to get started, we’re ready for you.

DUTIES & RESPONSIBILITIES

• Support WWP Programs team with meeting and events logistics for warriors and staff, including site selection, rate negotiation, catering, and assisting with on-site event support.
• Negotiate rates with vendors, including with hotels, ground transportation, and audio-visual companies.
• Create event menus and negotiate pricing and contract details with catering companies.
• Identify cost savings to maximize donor dollars.
• Utilize expense controls and identify cost saving opportunities to manage budget effectively.
• Build out timelines, agendas, and activities.
• Utilize registration software to source venues, monitor event registration, manage budgets, and generate reports, e.g., Cvent and Salesforce.
• Facilitate communications among Travel & Events and other WWP teammates and departments.
• Collaborate with registration and travel teammates.
• Manage and prioritize multiple events.
• Adapt to challenging or difficult situations by promptly identifying alternatives and changing procedures, methods, and processes.
• Participate in events and meetings marketing as appropriate.
• Perform recordkeeping tasks using registration software e.g., Cvent, Salesforce.
• Perform financial reconciliations for events, Process invoices, receipts, reconcile billing and verify with accounting.
• Prepare comprehensive and readable financial reports.
• Conduct contract and invoice reviews for identified events, e.g., tax exemption and banquet event orders (BEO).
• Perform event close-outs with detailed summaries, including budget reviews with internal teammates, distribution of surveys for feedback, and future improvements.
• Attend and actively participate in required training and/or meetings, including but not limited to New Teammate Orientation, WWP Cares, ASIST Suicide Prevention training, Leadership training, culture/team based training, or departmental huddles.
• Other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

• Working knowledge of event management.
• Demonstrated ability to manage events of varying complexity.
• Strong project management skills.
• Demonstrated ability to effectively manage multiple priorities, prioritize tasks, and work well under pressure.
• Ability to work in a fast-paced and changing environment.
• Strong organizational and time management skills.
• Demonstrated ability to be flexible and adapt to changing priorities and meet deadlines.
• Ability to interact with diverse team members, leadership, and external vendors, and build effective working relationships.
• Team player, with ability to respond with flexibility and understanding.
• Strong interpersonal skills.
• Demonstrated ability to interact effectively with diverse individuals and build effective working relationships.
• Demonstrated emotional intelligence.
• Ability to respond to sensitive matters with diplomacy and empathy.
• Strong written and verbal communication skills.
• Professional presence and demeanor.
• Demonstrated skill and ease speaking in public and serving as a representative for the organization.
• Demonstrated attention to detail and levels of accuracy.
• Good computer skills.
• Demonstrated proficiency using Microsoft Office.
• Unequivocal commitment to the highest standards of personal and business ethics and conduct.
• Mission-driven, guided by core values, and a pleasure to work with.

EXPERIENCE

Requirements Three years of experience working in events or meetings planning, or in a hospitality environment. One year of experience negotiating contracts.

Preferences

Three years of experience in event planning in a corporate or non-profit environment, or in a college or university. One year of experience using registration software, e.g., Cvent, Salesforce. One year of experience working in a non-profit organization.

EDUCATION

Requirements Bachelor’s degree in event planning, hospitality, or relevant field. Equivalent combination of relevant experience, education, training, and certification may be considered in lieu of degree.

Preferences None.

CERTIFICATIONS & LICENSURE

Requirements None. Preferences Certified Meeting Professional (CMP).

WORK ENVIRONMENT/PHYSICAL DEMANDS

General office environment, temperature controlled. Up to 10% travel.

We recognize the success of our mission depends on the efforts of our passionate, hard-working teammates. To help teammates remain focused on the warriors and families we serve, WWP offers a comprehensive benefits package that includes:

• Medical/Prescription drug
• Dental
• Vision
• Life/AD&D
• Short-term Disability
• Long-term Disability
• an Employee Assistance Program
• 401(k)-retirement plan
• a competitive PTO package
• Sick Leave
• Family Care Leave
• Paid Holidays
• Birthday Holiday
• Education Assistance
• Teammate Wellness Program
• Bereavement Leave

For Washington, D.C. Applicants

The estimated hiring range for this position is between $68,812 - $86,016 annual base salary, subject to a candidate’s combination of experience, qualifications, and credentials. This position may also be eligible for an annual performance incentive.

Wounded Warrior Project® is an equal opportunity employer committed to providing equal employment opportunity to all persons without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, marital status, citizenship, age, veteran or military status, disability, genetic information, or any other characteristic protected by law.

Wounded Warrior Project® is an equal opportunity employer committed to providing equal employment opportunity to all persons without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, marital status, citizenship, age, veteran or military status, disability, genetic information, or any other characteristic protected by law.