Hospitality Events Planner Intern

General Description:

This position reports to Assistant Director, Revenue Events.

The Hospitality Event Planner Intern will have the opportunity to participate in event planning and management, sales, and facility and catering logistics at the new Fleugel Alumni Center for the U.S. Naval Academy Alumni Association & Foundation events.

Major Duties & Responsibilities:

• Organize and execute revenue-producing events for the Fleugel Alumni Center (FAC), to include weddings, receptions, retirements, etc.
• Provide personalized site tours for prospective clients, explain policies and procedures for use of FAC to clients and develop an understanding of the client's needs and desires to create an event that meets and exceeds their expectations and maximizes profitability.
• Guide clients seamlessly through the event pipeline from initial contact to booking, planning, producing and event follow up.
• Identify new markets for revenue and develop plans and tactics to increase revenue bookings.
• Maintain FAC marketing, create new marketing materials when needed, and work with internal and external vendors to maintain updated and appropriate advertisements.
• Manage appropriate administrative, logistics, budgeting, and protocol requirements in support of all house events.
• Devise timelines and coordinate with vendors, volunteers and day-of event staff to ensure seamless event execution.
• Develop and maintain vendor relationships and ensure house and enterprise standards are met before and after events.
• Prepare quotes and inquiries for clients, create and submit invoices to clients.
• Create and manage yearly FY summary and projection reports for revenue.
• Respond promptly to all event inquiries and maintain records of inquiries.
• Utilize social media platforms to increase sales and visibility, and engage with local vendors as well as former and potential clients
• Work with wedding vendors to submit weddings to bridal publication for marketing exposure.
• Create and maintain feedback channels for events.
• Maintain outstanding online reviews.
• Adhere to Treasury policies regarding purchase orders, vendor selection forms, check requests, and final invoice payment.
• Track events in enterprise database as appropriate.
• Actively learn new technologies to enable the events team to produce more efficiently.
• Master, practice, and promote the core values of the Alumni Association/Foundation.
• Represent Enterprise at events meetings with USNA-AAF and other stakeholders as required.

Minimum Qualifications:

• Excellent customer service, sales, marketing, and administrative skills.
• Work towards degree in Hospitality Management or similar related field or equivalent experience.
• Outstanding oral and written communication skills.
• Expertise with MS Office, event technology and software, CRM database software (preferably Blackbaud CRM) and social media.
• Enthusiastic and professional individual able to work independently and creatively, as well as part of a team.
• Previous event planning experience.
• Ability to be part of a team of internal and external partners to execute a multifaceted event portfolio.
• Thorough understanding of the mission and goals of the U.S. Naval Academy and the Alumni Association/Foundation.
• Able to meet tight deadlines, juggling multiple responsibilities and producing a high volume of work.

Preferred Qualifications:

• Some catering/event sales and venue experience.
• Familiarity with university, non-profit, military or related environment.

Physical Requirements

• Must be able to work some evenings and weekends, including weekend weddings; may be physically able to lift 40 lbs.
• Access to a vehicle on a daily basis for event-related tasks.

FLSA Status:

This position is classified seasonal under the Fair Labor Standards Act (FLSA).

To Apply: Please go to https://usna.isolvedhire.com/jobs/ and apply on our website.

The USNA Alumni Association is an Equal Opportunity Employer. Veterans encouraged to apply.