Sr. Offsite Event Planner

Job Title: Sr. Offsite Event Planner (Embedded in the Bill and Melinda Gates Foundation)

Group/Team: BMGF (London)

Reports to: Sr. Director Event Management

Location: London (embedded in BMGF office)

Employment Type: FT, Salaried

Travel Requirements: 20% domestic and international (passport needed)

WHO WE ARE

OPUS AGENCY

Opus Agency is a future-forward full-service Global Events Agency with over 325 team members in the United States and the United Kingdom. Our embedded Bill and Melinda Gates Foundation (BMGF) team plays a critical role in partnering with world-shaping brands like Amazon, Microsoft, Google, and Salesforce. As a Senior Offsite Event Planner for BMGF, you will be at the forefront of driving innovative and impactful strategies for events.

WHAT WE ARE LOOKING FOR

The OFFSITE EVENT PLANNER serves as a planner for multiple onsite and offsite convenings and meetings (typically ranging in size from 5 to 300 people), managing all aspects of coordination without regular supervision.

YOU SHOULD HAVE

• Event Management experience (minimum of 200 attendees) required.
• Bachelor's Degree from a four-year institution is preferred.

ESSENTIAL RESPONSIBILITIES

• Manage multiple convenings that may require AV, food and beverage, offsite dinners, site visits, registration, and travel.
• Advise clients on site search results and make recommendations based on client’s needs.
• Review and negotiate contracts on behalf of the client.
• Manage project documents for larger convenings.
• Occasional work in the client’s office as additional support.
• Conduct negotiations and establish good relations with vendors.
• Research and maintain a written resource of local and relevant event industry happenings.
• Illustrate an understanding of international meeting coordination.
• Learn EMS software and regularly update it with current event information.
• Report to Opus manager and client event team on project progress.
• Maintain clear communication with manager and/or client.
• Share experiences, challenges, and solutions with team members.
• Treat all proprietary information as confidential.
• Participate in the weekly client Events Team Meetings.
• Represent the client’s stewardship and values in all tasks.
• Follow established policies and procedures.
• Utilize internal system for reconciling event-related charges.
• Use Excel and Word efficiently for reports.
• Speak in company and client meetings.
• Maintain familiarity with event department resources.
• Ensure appropriate coverage during any times out of the office.
• Effectively perform work assigned in a timely manner.
• Supervise client communication and meeting management.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None

COMPETENCIES

• Microsoft Office suite program experience preferred.
• Exceptional attention to detail.
• Strong verbal and written communication skills.
• Ability to prioritize workload on multiple projects.
• Ability to accept changes with short notice.
• Ability to perform in high stress, fast-paced environments.
• Strong critical thinking, organizational, and analytical capabilities.
• Ability to work cooperatively with others.
• Ability to read, edit, and manipulate data and reports.
• Professional presence through communication and appearance.

NOT SURE IF YOU SHOULD APPLY?

Studies show that those identifying as under-represented individuals might have talked themselves out of applying at this point. Don’t worry about checking every single box. At Opus Agency, we are dedicated to building a diverse, inclusive, and authentic team – so if you’re excited about this role, we encourage you to apply anyway.

OTHER DUTIES AND ACKNOWLEDGEMENT

This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it.

Opus Agency does not discriminate based on race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.