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Sr Planner, Special Events (Temporary)

Classy

Sr Planner, Special Events (Temporary)

San Diego, CA
Full Time
Paid
  • Responsibilities

    Job Description

    Classy is seeking a full-time, detail-oriented and enthusiastic professional to support the growth and execution of one of Classy's signature events, the Classy Awards, as well as lead other projects related to our yearly events.

    The Sr Planner, Special Events will spend approximately 70% of their time working on the Classy Awards and 30% of their time working on the Collaborative/Collaborative: Virtual Sessions, the Collaborative: On Tour, and other strategic projects that impact the broader team and organization. 

    The "Classys" has become one of the premier recognitions in the social sector, attracting some of the most influential leaders and innovators around the world. This is a unique opportunity to play a critical role supporting and growing the value the Classy Awards brings to thousands of nonprofits and social enterprises. In this role, your primary responsibility will be the coordination of all facets of the Classy Awards program, including the call-for-applications, guiding organizations through the nomination process, structure and goals, overseeing the advancement of Classy's Progress evaluation platform, coordinating with an external leadership council on selection criteria and grading, all event logistics, and timelines, while partnering with Classy's marketing team to drive awareness and nominations. 

    The Sr. Planner, Special Events will be responsible for end-to-end management of the following areas related to the Collaborative/Collaborative: Virtual Sessions and Collaborative: On Tour in addition to their Classy Awards responsibilities.  

    • Management of sponsorship and exhibit menus, programs, strategy, budget forecasting and reconciliation, post-event analysis, and fulfillment.
    • RFP creation, analysis, strategy, and selection for venue, hotel, and vendor sourcing, and subsequent management of those relationships and deliverables.

    The Sr Planner, Special Events will be a highly detailed, multi-tasking individual with the proven ability to thrive in an environment with multiple responsibilities and deadlines. In this role, you should feel comfortable assuming the role of primary contact for thousands of organizations and top tier leaders within the nonprofit community, supporting them throughout the Classy Awards submission and/or selection process, answering administrative questions, and developing creative ways to support and educate them along the way.

    Knowledge of, or willingness to quickly learn, the nonprofit space is a must. You will work as part of the larger Brand, Events, and Communications team and work closely with marketing, sales, customer service and Classy executive leadership, most notably our Chief Impact Officer, to ensure the success of the Classy Awards, the Collaborative, the Collaborative: On Tour, and the proper representation of Classy's culture and core values.

    The ideal candidate is a highly motivated and an extremely organized individual, with experience in research and/or communications. You will utilize your attention to detail, your drive, and your excellent verbal and written communication skills to ensure the highest quality results.

    ROLES & RESPONSIBILITIES

    • Serve as Classy's primary point of contact for all Classy Award nominees and winners.
    • Coordinate all communications throughout the Classy Awards call-for-applications/nominations and selection process. 
    • Build, own, and manage the content management system. Subsequently ensure the event website, email messaging, and marketing align with relevant data based on predetermined goals.
    • Manage all communications and support functions during the onboarding process, through nomination completion, for all nominees.
    • Develop educational material and lead webinars to onboard nominees.
    • Manage nominee engagement with other stakeholders across Classy.
    • Assist in brainstorming and coordinating nominee contributions in other applicable areas of the company, including working with our Lead Community Development Manager on speaking engagements at the annual Collaborative, All Hands presentations, white papers, interviews and blog content.

    Manage and execute the Classy Awards nomination & downselect processes.

    • End-to-end timeline creation and management, and goal-setting and tracking
    • Build, own and manage the Classy Awards CRM, website, maintenance, and marketing; including long-term advancement of our evaluation platform, Progress. 
    • Liaise with Classy's Product & Technology, web development, and design teams on relevant product features, bug fixes, onboarding resources and user feedback related to Progress and Classy Awards website development. 
    • Coordinate with the leadership council to ensure successful evaluation of all Classy Award nominees, including guiding them on selection criteria and grading process
    • Help advise organizations on how to improve their nomination.
    • Deliver health reports on the status of the nomination process, ensuring we are meeting goals. 
    • Assist in providing updates and reports to the Classy Staff on nomination data, including industry trends, unique programs and key insights.
    • Work with the People Team to coordinate staff engagement.
    • Manage all Classy staff participation in the downselect process.
    • Maintain a database to include targeted lists of Award constituents and contacts and the tracking of nominations submissions and communications
    • Prepares and maintains a yearly timeline for all current and emerging Awards initiatives ensuring that the Awards program remains on schedule from the nomination process through post-ceremony follow-up and programming
    • Support the Chief Impact Officer and Lead Community Development Manager with engaging industry leadership.

    Support the design & execution of the Classy Awards experience.

    • End-to-end timeline creation and management, and goal-setting and tracking
    • Work closely with Classy's video production team on video content.
    • Participate on the Classy Awards Steering Committee to support the ideation and creation process for the Awards Dinner.
    • Coordinate all nominee attendance, hospitality and engagement with industry leadership & Classy staff.
    • Leverage unique insights from nomination data to support other strategic initiatives across Classy.

    Manage and execute the Classy Awards Sponsorship Program

    • End-to-end sponsorship/Awards Prize Pool menu and entitlements, timeline creation and management, goal-setting and tracking, and post-event sponsor/exhibitor surveys.

    Coordinate Event Logistics for Classy Awards Dinner and/or Awards Show.

    Coordinate the pre-event, during-event and post-event logistics for Classy Awards including, but not limited to:

    • Event registration goals, set-up and monitoring, post-conference administrative and financial actions, post-event surveys, and other administrative and logistics actions required to ensure a successful event.  
    • Performs on-site management to include, but not limited to registration, attendee/customer service fulfillment, food and beverage service delivery, audio-visual services delivery, security, local transportation, etc. and manages and interfaces with venue and vendor support staff.
    • Coordinates and follows-up with vendors, hotels, exhibitors, sponsors, and other POCs on details of assigned events.
    • Event technology management and support
    • Shipment and organization of event materials
    • Liaise with design team to ensure proper asset creation and delivery
    • Classy Awards swag procurement and management
    • Source and oversee vendors for all production and audio-visual elements appropriate for events; manage vendors to ensure vendor deliverables and timelines are successfully met to expectation. 
    • Evaluate vendor services and venues according to industry standards and stakeholder requirements; communicate and gain buy-in on recommendations.
    • Coordinate RFPs for venue and hotel sourcing, and site selection for best fit locations. 
    • Effectively negotiate contracts with hotels, venues and vendors. 
    • Build marketing calendar and subsequently prepare and submit marketing asset materials for placement in online newsletters, emails, and other mediums deemed appropriate.
    • Produce attendance data, name badges, rosters, and financial reports for assigned meetings.
    • Plan, select and manage all food and beverage orders (hotels, caterers, restaurants, etc.)
    • Manage event staffing plan, travel accommodations, and training
    • Coordination of internal staff FAQ documents
    • Off-site event management
    • Budget and revenue forecasts creation, tracking, and reporting
    • Post event wrap-up to include survey response data, debrief meetings, SOP documentation, budget reconciliation.
    • Ensure sales, marketing, or other reps are set up for success for any onsite activations 
    • Book all travel and lodging accommodations
    • Develops event speaker goals and then works closely with the Sr. Event Programming Manager to build a successful event content programming structure
    • Work closely with the Sr. Event Programming Manager on pre- and during-event speaker logistics, development of scripts and nominee bios for the event, and manage and coordinate the ordering of awards/trophies
    • Develops, initiates, and facilitates all Awards alumni programming

    Responsible for the management of elements of the Collaborative, and the Collaborative: On Tour and other strategic projects that impact the broader team and organization. 

    • Management of the Collaborative and Collaborative: On Tour sponsorship and exhibit menus and programs, strategy, budget forecasting and reconciliation, fulfillment, and post-event sponsor/exhibitor surveys and analysis. With your guidance, receive assistance from Event Planner II on fulfillment, communication and support.
    • Management of the Collaborative and Collaborative: On Tour RFP creation, analysis, strategy, and selection for venue, hotel, and vendor sourcing and subsequent management of those relationships and deliverables; site selection for best fit locations and evaluate vendor services and venues according to industry standards and stakeholder requirements; communicate and gain buy-in on recommendations. With your guidance, receive assistance from Event Planner II.
    • Align with the broader events team to ensure coordination of Classy Awards dinner and Collaborative: On Tour's first event. Event locations, dates, venues, budgets, vendors, staffing, etc. should all be coordinated in collaboration with the broader events team.
    • Align with the broader events team on Classy Awards full digital and in-person timelines to ensure appropriate staffing, cross-departmental resources, and goals for all events are met based on one, large, events team timeline.
    • Day-of event support for both Collaborative and Collaborative: On Tour, and other events as needed.
    • Advise junior event team members on event planning, logistics, project management, and Classy business practices.

    WHAT YOU BRING (REQUIRED):

    • Bachelor's Degree in hospitality management, english literature, communications, or other similar field required
    • 5+ years' experience in event planning, community outreach, content programs, nonprofit marketing/ public relations, grant/application management or similar experience 
    • Knowledge of the nonprofit space
    • Excellent project management and writing skills
    • Adaptable and calm in high-stress, tight deadline situations and patient in the face of changing priorities
    • Ability to work independently and autonomously; self-directed and resourceful
    • Experience working in a fast-paced, highly cross-functional organization
    • Passion for networking and the ability cultivate relationships in the nonprofit, social enterprise and technology industries
    • Ability to assess and prioritize workload in a strict deadline oriented environment
    • Ability to adapt to changing priorities
    • Excellent problem-solving skills with ability to creatively negotiate demands
    • Ability to work well in a cross-functional team environment
    • Strong customer service skills and the ability to interact at all levels from temp staff to CEO
    • Ability to travel when required

    WHAT WOULD BE AWESOME TO HAVE (PREFERRED):

    • Previous experience creating content for or executing large to mid-scale events
    • Experience with Salesforce, or similar CRM platforms
    • Experience working for a SaaS company
    • Research and evaluation experience
    • Working knowledge of video platforms and content delivery systems
    • Experience managing competitions
    • Event experience in both large- and mid-scale conferences
    • Experience with Asana, or similar project management software 
    • Portfolio of writing samples and/or proven success in managing company awards programs

    OUR AMAZING PERKS!

    • Unlimited/flexible paid time off (PTO)
    • Generous company holiday schedule
    • 10 half-day Fridays annually
    • 20 hours of paid volunteer time off
    • Monthly parking pass, public transit pass, or ride-share allowance 
    • Pet-friendly office
    • Generous parental leave benefits
    • Annual stipend for professional & personal development 
    • Fitness membership discounts
    • Monthly employee development courses
    • Expansive office in downtown San Diego overlooking Petco Park and the ocean

    ABOUT CLASSY Classy is a B Corp Certified social enterprise that helps nonprofit organizations maximize their impact through a suite of world-class, online fundraising tools to accelerate social impact around the world. Based in San Diego, CA and trusted by organizations of all sizes, from the fastest-growing nonprofits like Team Rubicon and The Trevor Project, to some of the world's largest social organizations, such as The Salvation Army, Robin Hood Foundation, and Shriners Hospitals for Children, nonprofits use Classy's platform to raise money, engage their communities, and advance their missions. Since 2011, Classy has powered tens of millions of donations from over 190 countries and raised over $2 billion for social good. Classy also hosts the Collaborative conference and the Classy Awards to spotlight the innovative work nonprofits are implementing around the globe. For more information, visit www.classy.org or follow Classy on Twitter @Classy.

    DEDICATION TO DIVERSITY Classy is working toward building a more diverse and inclusive environment that is representative of individuals of all backgrounds, experiences, and lifestyles, allowing all employees to feel comfortable being their true, authentic selves in a space that enables productivity and meaningful work.

  • Industry
    Hospital and Health Care