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event planner

Please send your cover letter and resume to hr@quincyasianresources.org.

Quincy Asian Resources, Inc. (QARI), a nonprofit social services organization in Quincy, MA, is looking for an experienced event planning professional to help plan and manage QARI’s three major events and the annual meeting. The qualified candidate should be detail-oriented, client-centric, creative and entrepreneurial, with the ability to execute high quality events that meet or exceed annual fundraising goals. S/he will have exemplary relationship building skills and be excited by the responsibility of playing a critical role at QARI.

QARI’s major events, annual meeting, and location/date/time:

  • Annual Meeting (Among 80 to 100 Attendees) at South Shore YMCA Community Room - Monday, November 18th, 2019 (6pm to 7pm)

  • 32nd Lunar New Year Festival (Among 8K to 12K Attendees) at North Quincy High School - Sunday, February 2nd, 2020 (11am to 4pm)

  • 13th Annual QARI’s Community Banquet (600 Attendees) at Quincy China Pearl - Friday, (May 8th or 15th), 2020 (6pm to 9pm)

  • 33rd Quincy August Moon Festival (Among 15K to 20K Attendees) at Quincy Center - Sunday, August 16th, 2020 (TBD)

QUALIFICATIONS:

  • Minimum 4 years of event management experience with a proven track record of executing high profile fundraising events

  • Excellent written and verbal communication skills and superior attention to detail

  • Proven track record of ability to multitask, stay organized when facing multiple priorities with competing time and resources needs

  • Excellent computer skills including Google Doc, Google Sheet, Microsoft Office, Word, Excel and PowerPoint

  • Ability to work with key stakeholders including QARI’s cross functional teams, vendors, sponsors, VIPs, volunteers, Board of Directors, Event Committee members and staff to meet budget goals with a strong focus on ROI. Extended hours and weekend work required as necessary

  • Project and Relationship Management: A highly-organized, creative and effective event and project manager with a focus on the donor experience; providing best-in-class relationship management and contributing to the overall success of the organization

KEY RESPONSIBILITIES:

  • Develop the overall planning and management of major fundraising events to include: work plan, budget management, acquisition, cultivation and retention of event participants, solicit corporate sponsorships, logistics, pre-and post-event follow up, committee recruitment and management of event committee/s, maintain timeline on all design/creative for event materials, etc.

  • Develop relationships and work closely with BOD, event chairs, committees, and honorees

  • Vendor management: oversee coordination of vendor production schedules (includes: venue contracts, collateral, save-the-dates, invitation design, media loops, printing and mailing, caterers, entertainment, photographers, videographers and consultants)

  • Track and manage sponsorships, draft correspondence and solicitation mailings, capture new donor information and execute sponsorship benefit elements

  • Develop program white-books for each event to ensure continuity and back up support

  • Manage and maintain Salesforce and other internal systems with the goal of continuing to improve the functionality and effectiveness, including the use and development of reports, dashboards, data entry and fields

  • Develop and coordinate post-event analytics/evaluation to include return on investment analysis, to ensure continued success of events and sustainability

  • Provide proactive problem-solving while managing event logistics including auctions, signage, food/beverage, registration, volunteers, staffing, and talent. Also manage speaker’s remarks, transportation and hotel needs as necessary

  • Identify and implement ideas on effective marketing strategies and campaigns that appeal to the business community and beyond for events

  • Track event expenses and manage budget, produce event timelines and contact sheets

  • Identify metrics for each event to provide measurable outcomes in regards to client and sponsor satisfaction surveys

  • Responsible for researching and presenting potential new donor prospects and/or key industry stakeholders

  • Responsible for executing various administrative duties including preparations for meetings and events

  • Other development projects/events as assigned

Job Types: Full-time, Contract

Experience:

relevant: 2 years (Required)

Event Planning: 2 years (Required)

Language:

Chinese (Preferred)