Job Description
he Kaizen Company seeks a Event Planner and Event Support Coordinator to support the USAID Global Development Lab. The overall objective of the lab is to harness the power of science, technology, innovation and partnership (STIP) to source and scale dramatic breakthroughs that accelerate achievement of foreign policy and development goals. The lab operates in support of this objective through a two-part mission: produce breakthrough development innovations and accelerate the transformation of the U.S. development enterprise.
The open positions are with the Global Development Lab in Washington, D.C., and may require some international travel. All applicants must meet eligibility requirements for a SECRET clearance.
Event Planner – GS-9
The Events Planner will be fully integrated into the Lab Teams and work closely with USAID GCD teams throughout the Agency as well as with contractor and sub-contractor partners that will be responsible for key communication deliverables. The Events Planner will lead the development and implementation of an internal and external strategic events planning including documents and implementation plan for each GCD. The communications and event planning tactics for each competition and prize will include supporting a series of events, launches, partner engagements and maintaining a robust, content rich online presence through a combination of blogs, reports, data publication, online community building, case studies, articles, newsletters, infographics, videos, social media etc. as well as hard copy marketing collateral that promotes the GCD innovations. More specifically, the Event Planner will:
- Assist with negotiations for space contracts and book event space, arrange food and beverage, order supplies and audiovisual equipment, make travel arrangements, order event signs, and ensure appropriate décor (florals, linens, color schemes, etc.) to meet the quality expectations of the client;
- Aggressively gather information on each project to achieve quality event productions;
- Conduct research, make site visits, and find resources to help staff make decisions about event possibilities;
- Propose new ideas to improve the event planning and implementation process;
- Serve as liaison with vendors on event-related matters;
- Assist with managing on-site production and clean-up for events as necessary;
- Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.;
- Close out all events as required;
- Be responsible for coordinating events, including planning menus, booking musicians, putting up decorations, ordering flowers, hiring bartenders, and ensuring the event runs smoothly;
- Calculate budgets and ensure they are adhered to;
- Book talent, including musicians, bands, speakers, presenters, VIP’s, and music and entertainment providers;
- Orchestrate a full production level show, with scripting, AV cues, etc.;
- Orchestrate video and live-casting events;
- Select chefs or catering companies to prepare food for event;
- Sample food and select dishes for menus;
- Visit venue to plan layout of seating and decorations;
- Schedule speakers, vendors, and participants;
- Coordinate and monitor event timelines and ensure deadlines are met;
- Initiates, coordinates and/or participates in all efforts to publicize event;
- Edit and design promotional materials;
- Prepare and execute the logistics for press coverage;
- Prepare presentations;
- Work with printer and designer to develop event invitations;
- Create invitee list;
- Send out invitations and manage RSVP list;
- Manage correspondence;
- Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations;
- Keep inventory of backdrops, projectors, computers, and other display materials;
- Manage and execute an event portfolio annually including ownership of event production, logistics, and audience management;
- Collaborate directly with the clients central marketing/communications to create invitations and event collateral;
- Direct event delivery model to ensure flawless execution of events according to client standards of excellence;
- Ensure successful delivery of 3rd party/ proprietary programs that drives business results;
- Ensure compliance to budget, expenses, and reconciliations on a per event basis;
- Assist with preparing budgets and provide periodic progress reports to staff directors for each event project;
- Keep track of event finances including check requests, invoicing, and reporting;
- Coordinate appointments and visits to see our space, and scheduling of events on the calendar.
- Understand and comprehend the exact needs of the client;
- Ensure the timely availability of supplies and services which may include - printing of invitations, marketing of the event (hoardings and brochures in case of large-scale events like exhibitions and fairs), security, transportation, audio-visual equipment, etc.;
- Synchronize all the elements needed in the event in a systematic manner. This requires dealing with the service providers in a professional, yet cordial way;
- Supervise the final event and make sure that everything is happening exactly in the same manner as the client expected it to be. If there are any problems, the planner should be ready with plan B. Confidence and quick decision making is needed for this task;
- Meet different people invited in the event, and take feedback from them regarding their experience and satisfaction;
- Work with exhibitors, sponsors, and others to ensure their needs are met and they are serviced well, while maintaining the core priorities of the direct client.
Qualifications and Experience:
- Proven project and event management skills.
- Excellent communication skills, including writing, proof reading skills, and speaking.
- Ability to manage multiple projects and work assignments from a variety of staff and volunteers.
- Excellent interpersonal skills both in person and by phone, with high professionalism.
- Ability to accomplish projects with little supervision.
- Track record of driving right mix of event portfolio to ensure customer acquisition and education/ training for customer retention/ audience generation / prospective client events.
- Successfully implemented event program standards/ measurements across events of any size, volume, type or location to drive business results.
- Ability to suggest & enhance functionality on event management / tracking systems.
- Extensive knowledge of event service providers in event locations and areas.
Applicants selected will be subject to a government security investigation and must meet eligibility requirements for a security clearance.
Event Support Coordinator –GS-9
The Event Support Coordinator will also ensure that divisional needs are being met efficiently and in a timely manner. In addition, this position will be responsible for primary planning of ODP events. More specifically, the incumbent will:
- Be responsible for logistical planning and coordination for USAID delegations, scheduling and coordination of events, preparation of briefing materials, working-out budget requirements, participating in scope of work development for support and service contracts associated with events (e.g., space, meals, control rooms, etc.) and coordination with other federal agencies. This will be accomplished under the supervision and guidance of assigned staff;
- Provide event planning capabilities and services to include providing payment mechanisms for event venue reservations, logistics management of the media, press representatives, and exhibit logistics;
- Schedule events;
- Invite and confirm all participants, confirming time/date;
- Receive RSVPs;
- Reserve Rooms for all USAID attendees;
- Prepare event agenda;
- Make reservations for various media equipment (projectors, VCR, DVD players, and laptop;
- Coordinate conference calls where appropriate;
- Interface with the Program Strategy and Program Team on funds allocations for event-related activities and purchases;
- Formulate expense estimates for event activities;
- Collect hand-outs and briefing materials from presenters and participants;
- Prepare briefing books;
- Clear visitors and escort to designated areas;
- Prepare and distribute notes (as necessary and as requested);
- Draft and distribute thank you notes (as necessary);
- Manage print requirements for printed materials, stuffing folders, etc.;
- Ship materials to conferences, and TDY locations;
- Coordinate catering;
- Set-up and breakdown for meetings;
- Manage database and mailing lists of corporate and partner contacts, especially high-level contacts;
- Coordinate and staff outreach events, logistics, and invitations, RSVPs;
- Perform outreach, registrations, logistics and follow-ups;
- Keep attendance records;
- Coordinate with Principal on event logistics;
- Interface with event venue staff on meeting space, food and beverage, issues regarding setup and obtain necessary equipment;
- Coordinate and produce materials for special events (United Nations General Assembly
- (UNGA), WB/IFM meetings, front office meetings, and other necessary meetings);
- Prepare briefing books (notebook prep);
- Ensure all required ES documents are processed;
- Obtain cost estimates;
- Prepare TAs (in E2 Travel Solutions) for Division Chief;
- Coordinate with Program Office on fund allocations for travel of staff;
- Prepare and track status of country clearance requests;
- Pick up travel documents (as necessary)
- Assist in the drafting of travel plan under supervision of Division Chief.
Qualifications and Experience:
- Excellent computer skills with demonstrated knowledge of various basic and advanced functions of office automated word processing, spreadsheet, E2 Travel Solutions, and administrative programs and systems such as Microsoft Outlook (e-mail, Calendar, files, etc.) Microsoft word and Excel.
- Extensive experience in conference, planning for meetings, and support.
- Working knowledge of international travel policies, meeting and event planning, and federal and international protocols for events and ceremonies, plus familiarity with issues (language, country protocols, accepted payment methods) associated with planning of meetings and events in foreign countries;
- Formal training in event planning, especially as practiced by the US Government, or 1 year of experience in domestic and international event production and management fields.
- Experience making arrangements for conferences, including scheduling space, coordinating lodging and communicating with participants; notifying participants, designating times, etc. and informing participants of agenda, topics to be discussed, and providing background information to them.
- Strong communication and coordination skills.
- Demonstrate strong sense of responsibility; Good organizational skills.
- Good proofreading skills.
- Ability to handle multi-tasking well.
- Excellent interpersonal skills.
- Demonstrated ability to manage a variety of complex portfolio(s) with little notice.
- Bachelor degree is preferred.
Applicants selected will be subject to a government security investigation and must meet eligibility requirements for a security clearance.
Interested candidates should send a recent resumé and a brief cover letter to directly tossimon@thekaizencompany.com. Please be sure to include the name of the position for which you are applying in the subject line. If you are interested in more than one position, please indicate in your application which positions you are applying for.
