Event Planner

*** NOW HIRING ****

IslandWood Overview:

IslandWood provides exceptional learning experiences to inspire lifelong environmental and community stewardship; our 250-acre campus is located on Bainbridge Island. 

The Event Planner is responsible for ensuring effective delivery of weddings, conferences, special events, retreats, meetings, community programs and all events services. The Planner works cross departmentally to provide customers with an exceptional experience at IslandWood

Job Title: Event Planner 

Job Type: Full-time/Annual, Hourly/Non-exempt 

Work Schedule: Average of 32-40 hours, likely weekends

Pay Range: $23.25 to $24.25 Per hour.

Benefit Package:

Full-time Employee benefit package includes:

• 100% IslandWood paid Medical, or a low employee contribution option offered
• 100% IslandWood paid Dental and Vision option
• HSA with IslandWood contribution (based on qualifying medical plan)
• Life/AD&D, Short and Long-term Disability Insurance paid by IslandWood
• Voluntary Employee Benefits: Life/Hospital/Critical Care Insurance, and Pet Insurance.
• Employee Assistance program, Flexible spending accounts and 401k with employer match (after 6 months of employment)
• Variety of Employee Discounts
• Employee Discount for IW Summer Camps

Paid Time off annual benefit:  

IslandWood offers 3 weeks paid vacation, floating holidays, 10 annual paid holidays and 80 hours of paid annual sick leave. (Time-off prorated during first year based on start date).

Key Responsibilities 

Event Planning: 

•  Works closely with clients on event delivery details to determine best delivery of their event while adhering to IslandWood Standards and Procedures  
• Maintain accurate and complete information in EventPro to ensure smooth and efficient delivery of the event in collaboration with all delivery teams. 
• Maintains accurate and timely information in Salesforce CRM Database. 
• Establish and maintain positive, professional working relationships with both clients and staff through effective, timely, and reliable communication. 
• Works with the events team and other departments to coordinate support core events functions before, during and after the event as required. 
• Support general operations and emergency procedures required when guests are on site. 

Administrative and Customer Service: 

•  Coordinates all details with clients to assure their event is successful; determines room setups, catering requirements, guest count, and lodging in a timely manner.
• Attends departmental related meetings and collaborates cross departmentally.
• Organizes welcome notes, signs, keys, registration forms, and marketing materials for all arrivals
• Ensure customer satisfaction, repeat customer cultivation, and solicit feedback on what else could be offered to elevate the level of exceptional service.
• Responds to client questions on event delivery.  Follow up with guests after events sending Thank You notes.
• Ensures accurate final billing through partnership with the sales and accounting teams. 

Required Qualifications:

• Ideally 2+ years of experience coordinating events and/or project management experience.
• Minimum 2+ Customer service and/or hospitality experience, ideally more
• Excellent communication and interpersonal skills, with a customer service focus.
• Experience in engaging with diverse communities.
• Ability to take initiative and prioritize tasks; excellent time- management, problem-prevention, and problem-solving skills. 

General Expectations:

• Physical Standards: Must have ability to remain stationary and exert well-paced mobility for long periods. Must be able to safely reach, bend, and frequently lift an average of 25 pounds. 
• Must be able to speak clearly and listen attentively to teammates and guests.
• Support IslandWood’s strategic plan to expand our mission and impact, and commitment to mission, vision, values, and goals of IslandWood. 
• Commitment to support IslandWood’s work towards social justice, equity, diversity, and inclusion in the workplace. 
• Valid Driver’s License
• Must be able to comply with and maintain a drug-free work environment. 
• Must pass child safety screening procedure, post-offer. 

IslandWood is an Equal Opportunity Employer and welcomes applications from qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.

Though no longer a requirement, IslandWood recommends that all staff, volunteers, docents, interns, and graduate students to receive a COVID-19 vaccine. This decision is intended to aid in the safety and health of all persons delivering and/or supporting program delivery, our clients, and students.