The Irish Cultural Center Inc. of Western New England is currently accepting inquiries to fill the position of Cultural Functions & Events Planner. Please read detailed job description below.
JOB DESCRIPTION
Cultural Functions & Events Planner
February 1, 2023
Part Time Administrative Position.
30 Hours Per Week. $31,200 Annual Salary / $600 Per Week.
Required hours are 11:30 to 4:30 – Monday through Friday, must be available with the balance of hours totaling 30 hours as needed for evenings and weekend undertaking requiring the presence of the Associate.
The Cultural Functions & Events Planner is responsible for planning, promoting and managing cultural events at the Irish Cultural Center Inc. of Western New England (ICCWNE). This position requires independent decision making to manage and support all aspects of an event booking, including fee negotiation, proposal preparation, contract development and client correspondence. The planner collaborates and negotiates with vendors and suppliers to coordinate equipment rentals, customized décor, food and beverage needs and entertainment, among other requirements. Constant prioritization is required to ensure events are planned and executed in a timely, efficient manner. The Cultural Functions & Events Planner reports directly to the ICCWNE President, and the Events Committee, and will also work closely with the Restaurant Committee.
Responsibilities Include:
• Execute creative and engaging events that are in line with the vision and mission of the ICCWNE.
• Promote the event facilities at the ICCWNE to potential customers via in person and social media communication while collaborating with the ICCWNE’s graphic designer and marketing professional.
• Development of and marketing the facility rental, creating and utilizing promotional materials while collaborating with the ICCWNE’s graphic designer and marketing professional.
• Develop, monitor and update internal events calendars to reflect upcoming events and meetings. Monitor and ensure fulfillment of each event from start to finish. Develop and produce reports on successes of events.
• Seek and maintain Patron and Business Sponsorship of the ICCWNE.
• Develop a relationship with local tourism officials and private and public officials to promote the ICCWNE as the venue of choice for meetings, receptions and ceremonial events.
• Act as a liaison for the Irish visitors, vendors and public officials while in the ICCWNE’s geographic area.
• Maintain current volunteers, while recruiting new volunteers, vetting them accordingly.
• Outreach to traditionally under-represented groups to include LGBTQI and mixed ancestry Irish as well as support Irish immigrants that are residing in Western New England.
• Ensure each event reflects the client’s goals and exceeds expectations.
• Identify, source, and coordinate support services for events (gifts, photographer, audiovisual, transportation, etc.).
• Manage project plans to ensure events are on track and that deadlines are met.
• Oversee the set-up, execution and clean-up of scheduled events.
• Verify invoices and coordinate supplier payments.
• Attend all ICCWNE Board of Directors meetings, Events Committee meetings.
• Any additional administrative tasks associated with events and facility rental.
Position Requirements:
• Three years of successful experience including organizing and promoting events and/or administrative or sales activities working with a non-profit organization or similar entity.
• Strong project management skills with significant exposure to food and beverage set up and entertainment sourcing.
• Ability to work collaboratively with multiple external suppliers and internal ICCWNE staff.
• Strong organizational skills, time management skills and attention to detail.
• The ability to multitask efficiently.
• Experience with event contract negotiations with demonstrated negotiation skills.
• Proficient in Microsoft Word, Excel, PowerPoint and other technology.
• A motivated self-starter.
• Experience with development and promotions.
• Excellent communication and interpersonal skills including advanced written and oral communication.
• Creative thinking and problem solving.
• Willingness to work with board members, committee members, volunteers, donors and vendors.
• A passion for preserving, promoting and showcasing the Irish Culture and Heritage.
• A flexible work schedule to include some evenings and weekends. 25 hours of office work, with the flexibility to accommodate appointments to plan events.
Performance Reviews:
• A performance self-evaluation which will also include a section on recommendations for future goals and a more effective operation of the functions and events department will be required two weeks before Performance review.
• This position will be informally reviewed at a 90-day point and formally reviewed at the 6-month point during the first year, and annually every six months after that. The six-month annual reviews will be held on April 1st and September 1st the review will be conducted by the Events and Restaurant Committees.
Send resumes and inquiries for the Events position to Meaghan Coffey Serafin: click to email or call 413-575-5773 with questions.
