Senior Specialist, Events Planning

Overview
Put your passion and skills to work for the planet. Climate change is the most urgent issue of our time, and we need people like you to help us build a vital Earth - for everyone.
We're Environmental Defense Fund, a fast-paced nonprofit with a growing staff of more than 1,000 people in nearly 30 countries. We deliver game-changing solutions that cut climate pollution and strengthen people's ability to thrive despite the effects climate change is already having. We work wherever we can have the most impact, from local communities to top companies to governments worldwide, and even in space.
Our culture, values and commitment to diversity make EDF an exciting and meaningful place to work. Every job here makes a difference. Won't you join us?
Responsibilities
Senior Specialist, Donor Engagement and Events
Location: New York, San Francisco, Boston or U.S.-Remote with preference for being near a major U.S. airport
Program Overview
EDF's Development Department is responsible for developing and managing relationships with the organization's donors and prospective donors. The Donor Engagement and Events team is responsible for engaging existing donors and building EDF's pipeline of support through events, field trips, and targeted programming such as Science Day and other educational webinars. The Donor Engagement and Events team also plans and manages three annual board meetings for the organization. These meetings occur over a two-day period and include associated programming and learning opportunities.
Overall Function
Under the leadership of the Director, Donor Engagement and Events, the Senior Specialist will conduct the planning, execution, and the reporting for three annual Board of Trustees meetings, select donor events and support other strategic donor engagement. Serving as the primary event planner for Board of Trustees meetings, the Senior Specialist will partner with internal stakeholders and external vendors to execute a complex event series from site logistics to catering to staffing and A/V. They will also be responsible for supporting quarterly meetings and engagement activities and events for the EDF Environmental Leaders Council and other events as needed.
In all programs, they will ensure a smooth flow of event logistics including (but not limited to): venue and lodging selection and contract management, scheduling, arranging for catering and audiovisual services, overseeing invitation design, coordinating invitation distribution and mailings, monitoring responses, assisting with speaker prep, reporting, and post-event follow-up.
Responsibility and Accountability

• Lead planning of three annual Board of Trustee meetings and related events, including site selection, working with vendors, partnering with stakeholders, lodging, food, and a/v needs, overseeing invitations and registration, and all other needs to execute a complex set of events; partnering closely with Board Relations team.
• Partner with Director of Donor Engagement to develop and execute quarterly meetings and other in-person events and virtual programs for the Environmental Leaders Council. Provide event planning, administration, communication, and logistical support, execute post-event follow-up and debriefs to ensure effective programming and engagement.
• Direct the tasks of Donor Engagement coordinators in support of invitations, registration management, rooming lists and other operational needs, and ensure steady flow of communication among Development colleagues.
• Provide additional event planning capacity in support of Development objectives, undertaking additional events/programs as capacity allows.
• In close partnership with IT and Marketing and Communications teams, ensure all audio visual, technology and visual branding needs for events are met.
• Assist with oversight and tracking of event budgets, ensuring expenses are accurately coded and accounted for.
• Provide pre- and day-of event support for donor events and functions in support of team as needed.
• Maintain department records of individual events to include attendees, copy of invitations and invited guests, agenda, staff wrap up notes and follow-up action.
• Participates in advancing EDF DEI goals in which people from all backgrounds and experiences feel connected, included, and empowered to address the environmental and organizational challenges in alignment with EDF values.
• Collaborate with Development and Program staff to identify opportunities for events that will advance the organizational fundraising and program agendas.
• Additional relevant responsibilities as assigned.

Qualifications
The successful candidate will:

• Have excellent project management skills and understanding of event planning and logistics.
• Be a creative thinker with proven ability to work independently to produce and manage multiple projects from conception to completion.
• Be detail-oriented and well organized.
• Have excellent written and verbal communication skills and the ability to successfully interact with donors, board members, guest speakers and staff at all levels of the organization.
• Be able to think critically and analyze all aspects and phases of the event and apply lessons learned to improve outcomes for future events.
• Demonstrates self-awareness, cultural competency and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds
• Have proficiency in tools like Microsoft Word, Excel, Asana, CVent, and Salesforce or other relational databases and project management tools.
• Be able to work extended hours and weekends when necessary and to travel domestically for event needs; approximately 15% of time.
• Bachelor's degree or equivalent experience plus at least 4 years relevant work experience. Experience with complex events or meetings a plus.
• Experience in the non-profit sector is preferred.

Pay Ranges
We offer a strong total rewards package encompassing competitive salary, robust benefits, and professional development opportunities consistent with a modern global organization. We take into account factors such as candidate experience, skills, training, internal team equity and local norms.
The pay range for this role is shown below.
Please note that pay ranges are country specific. As a result, the stated currency is not meant be converted into any other currency.
Minimum Salary
USD $77,000.00/Yr.
Maximum Salary
USD $85,000.00/Yr.
EEO Information
Environmental Defense Fund is an equal opportunity employer where an applicant's qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law.