Virginia is hiring: Event Planner in Virginia Beach

The University of Virginia’s Karsh Institute of Democracy is seeking an Event Planner. The Karsh Institute is a pan-university institute that brings together a range of scholars, journalists, policy makers and practitioners in various fields to study and advance the prospects of democracy in the United States and around the world.The Event Planner will support events to further the priorities of the Karsh Institute through convenings that amplify work on democracy, connect with audiences, and enrich the public discourse. This position will involve event development and execution, vendor booking and management, collaboration and communication with event partners and speakers, and logistics management, among other duties.This member of the Karsh Institute team will work independently and in coordination with UVA faculty and other Karsh staff, in particular the Labs Coordinator, Senior Finance Generalist, Project Manager, and occasionally others on the Karsh communications and programming teams.The events in the Research and Academic initiatives portfolio range from public-facing conversations, faculty workshops, to working meetings that culminate in public events with cross-sector partners. This presents the person in this role with an exceptional opportunity to grow professionally in the event execution space, with a new range of event formats and spaces, including a state-of-the art auditorium with a hotel adjacent to the new building.ResponsibilitiesEvent Development and ExecutionCoordinating all aspects of event planning, including advising on appropriate formats, identifying and booking rooms or venues at Bond House, on Grounds, or off-Grounds, and securing relevant vendors and services in those spaces.Planning for event needs, such as arranging and booking travel and accommodation for speakers and participants.Planning and booking catering for events and other services that might be necessary, such as book sales.Anticipating needs for recurring events, reviewing previous procedures, materials and attendee trends, and looking for improvements in process and audience experience.Occasionally executing virtual events through Zoom, including creating and hosting live Webinar events.Vendor Booking and ManagementTracking and ensuring vendor contracts are paid, speaker honorarium and guest reimbursement are issued, and final costs collected to update and close out each event and its budget.Anticipating needs and coordinating AV vendors in the Bond House space.Logistics ManagementProviding regular logistics updates for individual and team tracking documents (event memos, speaker briefings and event workbooks) and presenting updates in team meetings.Attending to speaker and audience experience, from sound, visuals, formats, displays, timekeeping, staging -- all with an eye toward ensuring the event goes as well as possible for speakers and audiences.Ensuring procurement and purchasing procedures are followed and budgets managed accordingly.In addition to the above job responsibilities, other duties may be assigned.Minimum RequirementsEducation: Bachelor's degreeExperience: At least one year of experience.Must have demonstrated professional event planning and execution experienceProficiency in Microsoft Office applications, including Microsoft Excel, OneDrive, PowerPoint, Teams, and SharePoint.Ability to work independently and demonstrate professional judgment on when to ask questions and seek help from team members and partners.Exhibit a professional and positive demeanor in high pressure situations, as well as effective communication and relationship building with various groups of individuals and organizations.Creative problem solving and the flexibility to adapt to a fast-paced environment.A proactive disposition/capable of taking initiative and anticipating needs related to event planning and execution.Strong verbal and written communication skills.Attention to detail and excellent organizational and planning skills, with an ability to prioritize tasks, follow up on and track details accurately and communicate task progress.Preferred QualificationsRisk management mindset with regard to event planning and execution.Experience or interest in improving efficiencies in event development and execution.Familiarity working with audio-visual vendors, and an interest in developing fluency with audio-visual systems and videoconferencing.An interest in audience engagement, ensuring audiences are welcomed to the venue and have a positive experience at events.Experience in an academic environment and knowledge of academic culture and norms.Physical DemandsThis is primarily a sedentary job involving extensive use of desktop computers. The position occasionally involves planning and execution of events outside of regular business hours.The anticipated hiring range for this position is $50,000- $60,000.