Sr. Associate, Event Planner

Location Designation: Hybrid

When you join New York Life, you’re joining a company that values career development, collaboration, innovation, and inclusiveness. We want employees to feel proud about being part of a company that is committed to doing the right thing. You’ll have the opportunity to grow your career while developing personally and professionally through various resources and programs. New York Life is a relationship-based company and appreciates how both virtual and in-person interactions support our culture.

Sr. Associate, Event Planner

Job Summary:

The Event Planner, under the direction of the Head of Planning, is responsible to plan, and manage, single and multi-day meetings and events ranging from 15 to 5000 attendees. Oversee all aspects of meeting planning and execution, lead programs through development, execution, and analysis. Must have the ability to lead and participate within cross-functional project team(s) to deliver successful programs.

Specific responsibilities include pre-event planning, execution, and post-event logistics, such as:

• Program coordination and budgeting
• Researching and recommending venues, locations, and resources
• Defining space needs
• Working with vendors such as destination management companies, hotels, entertainment companies, photographers, Audio Visual companies, etc.
• Writing meeting specifications and documenting planning procedures
• Developing plans for onsite branding
• Coordinating food and beverage needs
• Providing post-event assessments and program metrics

Role & Responsibilities:

• 
  Meet with internal business partners to discuss and review event needs; Collaborate with event team members to brainstorm event concepts and themes
• Under the guidance of a Head of Planning, assist with management of logistical aspects of large-scale meetings, such as - but not limited to, site visits and walk-through meetings, space planning, audio visual, pop-up meetings, and entertainment vendors
• Coordinate Food & Beverage needs with vendors and venues.
• Coordinate ground transportation
• Determine meeting space usage
• Create full logistical planning and support documents (specs) for events
• Research and recommend appropriate venues, restaurants, destination management companies, optional activities or coordinating tours
• Maintain project tracking, written meeting specifications, and project notes to ensure event deliverables are accurate, up to date, and within agreed deadlines.
• Assist planning team with documenting and updating event processes in department procedures manual.
• Work with design and print teams to develop meeting materials including attendee information, on-site signage, and other materials (menus, branding).
• Support logistics for Home Office events including, but not limited, dinners, conferences, meetings, events, volunteer activities and other programs.
• Work closely with operations team counterparts on attendee management, registration, rooming lists
• Assist with post-event assessments and data metrics, documenting “wins, misses, even better if scenarios”.
• Following-up on invoice reconciliation and budget analysis.
• Consult with Head of Planning throughout planning process for direction and guidance.
• Solves unique and moderately complex problems related to logistics, attendee management and general planning; requires conceptual thinking to develop solutions.
• Handles logistics for corporate meetings, events, and dinners (internal and external) and works with the internal business partners to coordinate their event needs.
• Budget preparation, reconciliation, assessments, and analysis.
• Handle additional responsibilities as assigned.
• Travel is required approximately 30% of time.

Skills

• Ability to problem solve; think conceptually to develop solutions
• Ability to communicate complex ideas; persuade and negotiate with others to adopt a different point of view.

• Ability to work both independently and in a team-oriented, collaborative environment
• Excellent written and verbal communications skills
• Ability to negotiate with others
• Ability to interact with executives to understand their events and meeting needs
• Ability to manage multiple projects concurrently
• Ability to work under pressure
• Exhibits flexibility
• Proven record of attention to detail
• Proficiency in MS Office
• Proficiency in Zoom, WebEx, Microsoft Office Teams
• Possess a positive attitude
• Show respect for self and others
• Be responsible and accountable

Qualifications:

• Requires in-depth and/or breadth of expertise in Event Management and broad knowledge of other related disciplines.
• Requires a minimum of 5 years event planning/management experience.
• Requires a bachelor’s degree.

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Salary range: $90,000-$135,000

Overtime eligible: Exempt

Discretionary bonus eligible: Yes

Sales bonus eligible: No

Click here to learn more about our benefits. Starting salary is dependent upon several factors including previous work experience, specific industry experience, and/or skills required.

Recognized as one of Fortune’s World’s Most Admired Companies, New York Life is committed to improving local communities through a culture of employee giving and volunteerism, supported by the Foundation. We're proud that due to our mutuality, we operate in the best interests of our policy owners. We invite you to bring your talents to New York Life, so we can continue to help families and businesses “Be Good At Life.” To learn more, please visit LinkedIn, our Newsroom and the Careers page of www.NewYorkLife.com.

Job Requisition ID: 89070