The Event Strategy & Production (ESP) Department seeks an Event Producer & Planner. Reporting to the Director, Event Strategy & Production, this full-time position will be primarily responsible for the planning, production, and execution of strategic events across all audiences.
The Ford Foundation is a leader in convening a wide variety of events and engagements related to social justice. Strategic, well-crafted events are a powerful way to advance our mission and build momentum for change. Events include, but are not limited to, conferences, summits, seminars, talkbacks, film screenings, symposiums, artistic and cultural programming, employee engagements, and other convenings and gatherings - in-person, hybrid, virtual, on and off-site.
The Event Producer & Planner is a proven event manager and project leader who can build and bring convening concepts to life and drive event production, logistics, and operations from inception to execution. Under the supervision of the Director, the producer will primarily partner across the organization to bridge programmatic priorities and communication strategies to build and execute dynamic, inclusive, and impactful engagements. The producer will also partner across internal operations teams (A/V, catering, facilities, property management, and security) to implement these engagements seamlessly. A successful candidate is innovative, versatile and manages projects and priorities exceptionally well while offering good humor and thoughtfulness to a growing global events team.
Event Planning & Production
- Manage the planning, production, and logistics for a portfolio of hybrid, in-person and virtual events and engagements
- Project manage assigned event portfolio in collaboration with team, lead kickoff and planning meetings, develop work plan, and drive all pre-production needs: timelines, run-of-shows, updating trackers, agenda, rehearsals, drafting memos, documenting progress and ensuring all stakeholders are brought along and aligned
- Direct and oversee event production and execution; leading front and back-of-house management, including accessibility, registration, setups, signage, staffing plan, security, speaker prep, talent wrangling, decor, and other triaging other unforeseen elements
- Participate in off-site site visits and advance planning and design trips, venue sourcing, contract negotiation, and assisting in managing relationships with external vendors, consultants, agencies, etc.
- Partner with the event activation team on oversight of event creative, collateral and communications (from save-the-dates to post-event follow-up), event engagement strategy, invitation build and management, asset development, and other materials as needed
- Prepare event materials, supplies, and other needs, including registration lists, name badges, menus, seating cards, and other print or electronic collateral
Operations & Systems Management
- Lead event information management, working with colleagues to ensure all event services and details are accurately documented in the foundation’s internal venue management system
- Manage event contracts, invoices, and requisition requests in close partnership with Department Coordinator to track progress, approvals, and accuracy of cost center coding.
- Maintain complete knowledge of the various event spaces, capacities, services offered by the foundation, and the foundation’s event policies
- Own the input of attendee lists in the foundation’s visitor management system
- Assist the Director in regular evaluation of event portfolio, organize analytics and feedback, pull and analyze reports, refine foundation-wide event best practices and conduct cross-team training and presentations.
- Track industry and event trends to support creating new innovative ideas for future events and engagements
- Minimum of 5 years of experience with event planning, production and management
- Baccalaureate degree in a related field or relevant and equivalent experience
- Passion for social justice, community-building, and storytelling is highly desired
- Ability to manage multiple events/projects while being a committed team players
- Experience with interdepartmental collaboration and managing vendor and other external relationships
- Demonstrates a high degree of emotional intelligence to partner and engage effectively with different audiences, clients, and stakeholders
- Proven self-starter who has project management mastery, prioritizes work assignments and can navigate shifting priorities, timelines, and schedules
- Flexible, highly organized, and provide impeccable follow-up and attention to detail
- Offers creativity, innovation, critical-thinking skills, and resourcefulness
- Proven ability to anticipate next steps, take the initiative, exercise discretion, manage up, and apply sound judgment
- Exceptional negotiation, organizational, and presentation skills
- Excellent analytical, written, and oral communications skills
- Demonstrated experience working with GSuite, Word, Excel, PowerPoint, and other Microsoft and Google applications
- Ability to contribute to a positive, productive, supportive, and motivating environment
- Ability to problem-solve, escalate issues with manager as appropriate, and follow up appropriately on process and procedural issues
- Ability to work flexible hours regularly including early mornings and late evening
PHYSICAL REQUIREMENTS AND TRAVEL:
This job requires frequent movement around the building, occasional lifting of event materials, and frequent written and verbal communication with clients and partners. This role may require some travel in the U.S. and internationally.
The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact, PeopleandCulture@fordfoundation.org or call (212) 573-4627.
The Ford Foundation is committed to practicing salary transparency. The minimum salary for this position is $109,000 and the maximum is $127,000.
This position is based in the foundation’s New York office. We operate in a hybrid model and require staff to be in the office three days per week.