Part-Time Event Relations Planner - Event Group

The Ronald Reagan Presidential Foundation & Institute 

The Ronald Reagan Presidential Foundation & Institute is the sole nonprofit organization created by President Reagan charged with continuing his legacy and sharing his principles - individual liberty, economic opportunity, global democracy, and national pride. The Foundation is a non-partisan organization which sustains the Ronald Reagan Presidential Library and Museum in Simi Valley, CA, the Reagan Center for Public Affairs, the Presidential Learning Center, The Air Force One Pavilion, the award-winning Reagan Leadership Center, and the Reagan Institute, which carries out the Foundation’s mission in Washington, D.C.  The Reagan Library houses over 55 million pages of Gubernatorial, Presidential and personal papers and over 60,000 gifts and artifacts chronicling the lives of Ronald and Nancy Reagan. It also serves as the final resting place of America’s 40th President and his First Lady. www.reaganfoundation.org 

Position Available

The Ronald Reagan Presidential Foundation & Institute is seeking a part-time Event Relations Planner to support our Education Department and Development Department with various events and logistics. The person hired for this position must be a take-charge professional with the organizational, management, communication, decision-making, creative, and marketing skills necessary to help oversee a successful event from start to finish, ensuring seamless execution and a memorable experience for all attendees.

The Event Group is responsible for facilitating all aspects of events that occur on the property including private rentals, Center for Public Affairs (lectures, book signings, dinners), community outreach events (exhibit openings and receptions), annual celebrations (President’s Day, 4th of July, and Veteran’s Day), and our Foundation-sponsored social events (Valentine’s Dinner and Dance, Summer Sunset Dinner series, holiday events, and exhibit lunches).  Many of these events occur in the evenings and weekends, including some holidays. 

Duties and Responsibilities

Working under the supervision of the Director of Event Services and Operations, & the Event Group Manager, this person will be responsible for the following duties, and any others assigned thereafter:

• Coordinate and assist in planning special donor events for our Development department, which include planning, executing, and being the lead on various events throughout the year. (exhibit openings, lunches, and VIP receptions). 

• Assist in the coordination of planning educational events for our Education department, which include planning, executing, and being the lead on various events throughout the year.

• Serve as the liaison with internal clients to ensure all aspects of every event are executed smoothly and as directed.  

• Plan, coordinate, and execute all events in an effective, efficient, and creative manner.  Serve as the expert in the area of events management to provide creative solutions and other support that result in effective, efficient and successful event outcomes.

• Assist the Event Group in the execution of Foundation-sponsored events, including our Valentine's Day Dinner and Dance, Summertime Sizzle, Sunset Dinner Series, Holiday Luncheons and Dinners, Exhibit Luncheons, and other social events as needed. 

• Manage vendor relations.  Work closely with and negotiate with external vendors to coordinate goods and services for special events.  

• Office administrative support for a department of four staff members: answering phones, filing, screening calls, checking and communicating phone messages, and returning calls as directed.

• Using Salesforce database for consistent and timely entry of data. Making reservations for events as needed. 

• Facilitate in post-event follow-up including invoices, thank you letters, and event debriefs.

• Photograph events with cell phone/camera to upload for marketing purposes. 

• Participate and assist in preparing and execute specific tasks and duties for all events as assigned, including but not limited to the Reagan National Defense Forum and the Reagan National Economic Forum, held annually. 

• Periodically, may be assigned to secure private rentals and be the lead on the event.  This includes securing, planning, and executing the event. 

• Additionally, carry out any other duties as required.

Qualifications

• Strong organizational capabilities and the ability to multitask and to provide strong support to the Event Team.

• Some marketing experience.

• Exceptional customer service skills.  

• Enthusiastic, energetic, and a reliable self-starter.  

• Demonstrated excellent communication skills, written and verbal.

• Must be proficient or have advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook); strong user of computers as a work tool; facility with web tools and databases are preferred; experience with Salesforce would be a big plus.

• Ability to work evenings, weekends, and holidays for events is a must. Scheduled days and hours may vary based on booked events.

• Demonstrate planning and organizational skills with attention to detail and high level of accuracy.

• Ability to collaborate and work in a team environment.

• Demonstrated work and time management skills, including flexibility, punctuality, reliability, and adaptability.

• Experience analyzing and solving problems as well as assessing priorities.

• Initiative, integrity, flexibility, and stress tolerance are essential.

• Must possess a positive attitude.

• High school diploma (or equivalent) required; college degree preferred.

Work Environment/Physical Demands

Characteristics of the work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.  Employee will be working in an office environment as well as in various locations and event sites around the property.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Benefits/Job Location

• This is a non-exempt, part-time, hourly position, typically scheduled Monday through Friday with 25 to 28 hours per week, with eligibility for overtime. Scheduled days and hours may vary based on events, and could include evenings, weekends, and holidays.

• This position offers Paid Time Off (PTO) benefits based on hours accrued per pay period and years of service. 

• Employees have the opportunity to participate in a retirement program.

• The position will be located at The Ronald Reagan Presidential Foundation & Institute, Simi Valley, California. 

How to Apply

To respond to this opportunity, please send cover letter, resume, and salary requirements to:   eventgroupresume@reaganfoundation.org

The Ronald Reagan Presidential Foundation and Institute is an Equal Opportunity Employer.