Event Producer

UJA-Federation of New York; New York (NY); Hybrid; USD 75,000 - 85,000; Full time

Job summary

UJA-Federation of New York is seeking an Event Producer to serve as a central coordinator for marquee fundraising events and organizational initiatives. You will manage senior stakeholder relationships, lead event teams, and partner with vendors to bring high-quality experiences to donors across the year.

The role requires 3-5 years in event planning/production and strong project management, with flexibility for early mornings and evenings.

Qualifications

• Bachelor's degree required.
• 3-5 years related work experience in event planning or production, project management or hospitality management.
• Excellent interpersonal skills and ability to work with internal partners and vendors.
• Superior organizational skills in a dynamic, problem-solving environment.
• Strong verbal and written communication skills.
• Experience with vendor negotiations and knowledge of NYC venues.
• Willingness to travel and work early mornings/evenings as needed.
• Proficiency with Microsoft Office Suite and related event tech tools.

Responsibilities

• Represents the Event Team and serves as the lead contact for an assigned portfolio of groups and departments.
• Develops and maintains event project plans and timelines, ensuring accountability.
• Oversees and manages RFP processes for special projects.
• Coordinates and contracts with venues, caterers, photographers, AV and related services.
• Maintains relationships with vendors and sources new partners for cost-effective services.
• Manages Journal Ad System (JAS) processes for digital and printed journals.
• Ensures training of fundraising team on JAS.
• Attends planning and recruitment meetings as needed.
• Maintains accurate event information and post-event analytics.
• Collaborates across fundraising, marketing, AV, legal and other teams.

Skills

Event planning

Project management

Vendor management

Communication

Organizational skills

Hospitality management

Education

Bachelor's Degree

Tools

Microsoft Office Suite

Office 365

SharePoint

OneDrive

Excel

Outlook

Teams

Flowpaper

Checkin Tech

Seating platforms

Job description

Position Summary

An event producer at UJA is the ultimate project manager, client service master, logistics maven and go-to problem-solver all rolled into one - an ideal place to take your event-planning skills to the next level.

In this highly collaborative and high-energy position, the event producer plays a key role on the Events Team and is viewed as a strategic partner for producing events that bring the UJA brand to life. In this unique opportunity to collaborate deeply with multiple disciplines - fundraisers, marketers, and program officers - the event producer will work successfully across the organization as well as with outside vendors to produce an assigned portfolio of marquee fundraising events and high-profile organizational initiatives throughout the year.

Major Responsibilities

The Event Producer plays a leading role in bringing UJA's work to the next level for event attendees in the following ways:

• Represents the Event Team and serves as the lead contact to an assigned portfolio of affinity fundraising groups and other UJA departments.
• Develops and maintains comprehensive event project plans and timelines in consultation with internal and external partners, making sure all parties understand what is expected of them and provides a framework for ongoing accountability connected to timelines and deliverables.
• Oversees and manages the RFP process for special projects as assigned.
• Coordinates and contracts with event related vendors including venues, caterers, photographers, AV/event production services and more.
• Maintains high-quality relationships with existing vendors, and sources new partners who can provide cost effective and creative services while meeting organizational standards.
• Work with fundraisers to ensure the production of high-quality digital event journals through the Journal Ad System (JAS). Will manage the process for printed journals as needed.
• Ensure the appropriate fundraising team members are trained on JAS.
• Attends meetings around event recruitment and planning as needed.
• Maintains accurate event information and post-event analytics.
• Works to create positive, productive relationships across UJA, with an emphasis on the key cross functional teams: fundraising, marketing, AV, legal and more.
• Takes initiative to stay current with key industry news and trends and shares with the team and colleagues.
• Works events (including evenings) as assigned, either as the Event Team Lead or in a supporting role.
• Handles a variety of special tasks as assigned by the director.

Qualifications and Competencies

• Bachelor's Degree required.
• 3-5 years related work experience in: event planning or production, project management or hospitality management.
• Excellent interpersonal skills. Able to work effectively and flexibly with all internal partners and outside vendors.
• Superb organizational skills with an ability to synthesize plans and solutions while working in a dynamic, problem-solving environment.
• Strong verbal and written communication skills.
• Events related experience, including: negotiations with vendors, and familiarity with major New York City event venues.
• Must be able to travel to meetings, site visits, and events and availability to work early mornings and evenings as necessary.
• Proficiency in Microsoft Office Suite preferred, including Office 365, SharePoint, OneDrive, Excel, Outlook, and Teams
• Eager to learn new systems upon which the team rely, including Journal Ad Software, Flowpaper, Checkin Tech, Seating and Event Registration Platforms
• Knowledge of video production and digital publishing a plus.

Salary Information:

The salary range for this role is $75,000 - $85,000, commensurate with experience and qualifications.

Reporting Information:

This position reports to the Director of Events and is a hybrid position, with a set three days/week in office.