Event Planning Specialist

Wounded Warrior Project, Inc; United States; Hybrid; USD 60,000 - 75,000; Full time

Job summary

Wounded Warrior Project, Inc. is seeking an Event Planning Specialist to support meetings and events for warriors and staff, handling logistics from site selection to on-site support and post-event reporting.

You will negotiate vendor rates, create menus, manage budgets, and identify cost-saving opportunities to maximize donor dollars, while using tools like Cvent, Salesforce, and Microsoft Office to streamline processes.

Qualifications

• Three years of experience working in events or meetings planning, or in a hospitality environment.
• One year of experience negotiating contracts.
• Experience using registration software.

Responsibilities

• Support Programs team with meeting and events logistics, including site selection and catering.
• Negotiate rates with hotels, ground transportation, and AV vendors.
• Create event menus and negotiate pricing and contract details with caterers.
• Identify cost savings to maximize donor dollars and manage budgets.
• Build timelines, agendas, and activities.
• Use registration software to source venues, monitor registrations, manage budgets, and generate reports.
• Coordinate with Travel & Events and other teams for on-site support.
• Perform financial reconciliations, process invoices, and prepare reports.
• Attend trainings and department meetings as required.

Skills

Project management

Multitasking

Time management

Communication skills

Public speaking

Interpersonal skills

Team player

Attention to detail

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.

The Wounded Warrior Project (WWP) Event Planning Specialist supports WWP Programs meetings and event planning for warriors and staff, including planning the logistics for the events, administering details, and providing onsite support, and identifying pursuing cost savings to maximize donor dollars.

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

• RequirementsThree years of experience working in events or meetings planning, or in a hospitality environment.
• One year of experience negotiating contracts.
• PreferencesThree 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