Company Description
save the date® is an award-winning event management company with over 30 years of experience creating exceptional events. From non-profit galas to corporate functions to weddings, we excel at finding the perfect venue, meticulous planning, and connecting clients with top-tier vendors. With access to a network of over 1,500 venues and vendors, we specialize in delivering customized, cost-effective experiences tailored to meet the unique needs of each client. Whether it's a sophisticated celebration or an intimate gathering, our team guarantees seamless event execution.
Role Description
This is a full-time on-site role based in Manhattan, New York for an experienced Event Planner at save the date®. The Event Planner will oversee the end-to-end coordination and execution of various events, including selecting venues, managing budgets, and coordinating vendor relationships. Applicant should be willing and confident to conduct outreach and sales to increase business. This role will assist and report to Senior Planners and Company Founder.
The Event Planner is to be someone enthusiastic, proactive and organized who wants to come in and support hit the ground running. You will be involved in all areas of company including but not limited to: Event Planning, Venue Sourcing, Event Admin, Billing, Personal Assistant Tasks, Social Media and Executive Calendar Management. You will “own” your own projects but is also a team player and willing to switch gears at a moment’s notice.
Responsibilities:
- Assist Event Managers/Founder with venue searches, site visits, compiling venue information and pricing
- Research new venues and gather all information for the team, including capacities, food & beverage offerings
- Assist with all event duties and tasks for our clients for their events
- Answer incoming calls and emails about events and gathering detailed information
- Working day or night of at events (including occasional weekends), assisting event managers at the venues
- Administrative tasks related to bank deposits, receivable and payables (Includes editing and re-issuing invoices through QuickBooks)
- Manage and update internal customer retention and sales management system (contacts and master event calendar)
- Provide general support to the Save the Date® team (paperwork, IT, supplies etc.)
- Organization of financial files and documents
- Assist with social media channels
- Manage website and event collateral
- Basic office and administrative tasks and responsibilities for the CEO
Qualifications
- Minimum 2 years experience event planning in New York City. Applicants without this experience will not be considered due to the nature of the role and venue knowledge required.
- Excellent communication and interpersonal skills to effectively interact with clients, vendors, and team members.
- Proficiency in Event Planning and Event Management, with experience coordinating various types of events from inception to completion.
- Strong budgeting skills, including financial management and the ability to execute cost-effective solutions while maintaining quality.
- Confident with sales strategies related to event services, including client outreach and building relationships.
- Highly organized, detail-oriented, and able to manage multiple projects simultaneously.
- Bachelor’s degree in Business, Event Management, Hospitality, Marketing, or a related field, or equivalent experience.
- Proficiency in event management software and productivity tools is a plus.
- Ability to work flexible hours, including evenings and weekends, as needed.
- Ability to travel for events if needed.
