Title: Event Planner Location: New Haven, CT US Remote type: Hybrid time type: Full time job requisition id: 135991WD Job Description: Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale! Overview As a member of the Yale Conferences & Events (YC&E) department and reporting to the Senior Manager, Events, the Event Planner is responsible for securing revenue-generating programs, fortifying client relationships that enhance Yale’s academic and financial mission and identifying operational solutions that reduce overhead cost while producing greater operational efficiencies. - Initiates and develops all aspects of a conference, event or program budget, and works with the client to evaluate the appropriate price structure while managing interactions with internal and external service providers. - Advise clients regarding line-item expenses and ensure that funding sources are sufficient to cover the program budget. Create final forecasts, reconcile budgets for invoicing, and ensure all charges are accounted for, accurate and explained properly. - Manage delivery of all services contracted by YC&E working closely with Yale internal and external service providers including, but not limited to, Yale Hospitality, Media Services, Facilities, YPPS and Yale Police and Campus Security, as well as those provided by hotels, caterers, rental companies, and other community service providers. - Balance competing priorities to meet all program requirements in a timely manner and deliver quality results. Provide comprehensive on-site management as dictated by program needs. - Provide high level customer service to guests and clients, ensuring that respect, responsiveness, and professionalism is demonstrated and that key issues are addressed. - Work with department leadership to propose new business models and potentially pilot new programs which could enhance Yale’s revenue potential and increase level of services offered. - Recruit, hire, train, lead, and supervise program assistants and summer staff. - Carry out all aspects of program management, which includes, but is not limited to, client relations, compliance, risk management, housing assignments, registration, conference planning, processing, service orders, travel, database management and onsite coordination. - Cultivate and develop beneficial relationships with internal and external service providers and organizations. Communicate department’s on-going program activity to other Yale departments and community that may be affected. - Utilize Cvent and Salesforce event management database systems.​ Required Skills and Abilities 1. Flexible, energetic, creative, entrepreneurial leader, with strong consensus-building skills. Talented problem solver. Excels in a fast-paced, results-oriented, customer service-focused setting.Highly proficient at managing multiple priorities while exceeding client expectations. 2. Proven ability to build and maintain influence and trust with a wide array of clients and constituencies and to work both collaboratively and independently in an organized and productive manner. 3. Strong written, editing, and oral communication skills; ability to think analytically and quantitatively to formulate budgets. Superior interpersonal and negotiation skills with ability to work with a range of individuals to adapt and exceed customer expectations. 4. Strong work ethic and ability to work in a team-oriented environment. Highly proficient at taking initiative, prioritizing, and meeting deadlines. Flawless attention to detail. 5. Highly proficient in utilization of various technologies and and/or willingness and ability to learn new online tools. Preferred Skills and Abilities 1. Experience in a for-profit setting; advanced knowledge of hospitality industry; marketing, sales, and communications experience. 2. Familiarity with YC&E programs. Principal Responsibilities 1. In support of the overall mission, plans, directs and oversees programmatic activities. 2. Develops, implements, and maintains operational policies and procedures. 3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program. 4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 5. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. 6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of the program. 7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. 8. Develops and manages the program's operating budget. 9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 10. May perform other duties as assigned. Required Education and Experience Bachelor's Degree in a related field and two years of related experience or an equivalent combination of education and experience. Job Category: Professional Bargaining Unit: NON Compensation Grade: Administration & Operations Compensation Grade Profile: Associate (22) Salary Range: $61,500.00 - $91,875.00 Time Type: Full time Duration Type: Staff Work Model: Hybrid Background Check Requirements All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks basedon the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website. Health Requirement Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy. Posting Disclaimer Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions. The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties throughtheir hiring department. The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran. Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA). Note Yale University is a tobacco-free campus.

• Coordinate logistics for in-person training sessions, including schedules, venue setup, room readiness, and materials management. • Develop and maintain event timelines, run-of-show documents, checklists, and contingency plans. • Prepare training rooms and meeting spaces to create a professional, engaging learning environment. • Manage shipping, receiving, inventory, setup, and breakdown of training materials, handouts, signage, and equipment. • Confirm participant rosters, registration details, attendance tracking, and session readiness before each event. • Partner closely with the Facilitator/Trainer to ensure all event elements support successful curriculum delivery. • Provide on-site production support during sessions, including room readiness, participant flow, timing, transitions, break management, and real-time issue resolution. • Serve as the primary logistics point of contact so the Facilitator can remain focused on instruction and learner engagement. • Assist with distributing materials, coordinating exercises, and supporting interactive activities as directed. • Communicate event details clearly with internal teams, client contacts, venues, vendors, and attendees before, during, and after each session. • Partner with the Project Manager and Facilitator to build strong relationships across regional organizational levels. • Support the participant experience by addressing logistics-related questions, including schedules, travel, event expectations, and session flow. • Participate in occasional client meetings as needed. • Troubleshoot event issues in real time, including scheduling conflicts, room changes, materials shortages, A/V challenges, and technology issues. • Test and ensure training technology, presentation tools, internet connectivity, and event resources are functioning before each session. • Capture attendance, event notes, action items, and post-session feedback. • Provide post-event recap information to the Project Manager and Facilitator, including logistics outcomes, issues, recommendations, and improvement opportunities.

• Develop and implement a comprehensive global strategy for external events that aligns with the organization's overarching objectives and growth goals. • Plan, manage, and execute a portfolio of events, including customer-facing experiences, industry conferences and sponsorship initiatives. • Develop events that have a clear creative narrative, that align and drive strategy; secure thought leadership opportunities and plenary experiences that give lift to the event narrative; support script development/process to fully connect the event experience and inspire participants. • Accountable for developing and delivering high-impact executive communications, including briefings, presentations, and post-event reporting, ensuring clarity, alignment, and strategic messaging for senior leadership and C-suite stakeholders. • Lead structured post-event debrief sessions with executive stakeholders, synthesizing performance insights, KPIs, and attendee feedback into actionable recommendations to drive continuous improvement and inform future event strategy. • Create production flows and schedules; may provide onsite management for general sessions at events to include set up, technical direction, rehearsals, tear down, and other oversight as needed. • Identify key opportunities for global engagement through events, conferences, and partnerships. • Act as a brand ambassador, ensuring all events reflect Parexel’s identity and strategic priorities. • Accountable for the flawless execution of complex events. • Develop, manage, and optimize budgets for global events, negotiate contracts, ensure financial sustainability, high-quality event delivery and adherence to organizational standards. • Analyze cost-effectiveness and ROI of events, making strategic recommendations for improvements. • Identify and mitigate potential risks associated with large-scale events.

• Research and develop content ideas for social media, email campaigns, and marketing initiatives • Schedule and publish content across social media platforms • Maintain and manage content calendars • Assist with campaign planning and execution • Coordinate marketing assets and ensure materials are current and organised • Monitor marketing activity and assist with reporting • Update website content, pages, blogs, news articles, and event information • Assist with website maintenance and content management • Support SEO initiatives including keyword research, metadata updates, and content optimisation • Monitor website performance and identify opportunities for improvement • Manage event registrations and attendee communications • Coordinate attendee lists and event databases • Organise accommodation, travel, venue requirements, and event logistics • Coordinate event merchandise and promotional materials • Assist with post-event reporting and follow-up activities • Assist with content creation across digital channels • Ensure brand consistency across all marketing materials