Event Planner II/Senior Event Planner at Association of California Water Agencies (ACWA) in Sacramento, California

Job Description:

The Association of California Water Agencies (ACWA) is seeking qualified candidates for the position of Event Planner II/Senior Event Planner.

Priority consideration will be given to candidates who apply by the close of business on January 17, 2025. Applications will be accepted until the job posting is removed. Candidates are encouraged to apply promptly.

About Us

ACWA is the largest statewide association of public water agencies in the nation with over 470 members. ACWA's member agencies are responsible for 90% of the water delivered to California communities, farms, and businesses. Together, members play an active role in managing the state's water resources and creating progress in groundwater management, safe drinking water, water use efficiency, water recycling and desalination.

Since its inception in 1910, ACWA has served as a leader in California water policy, advancing comprehensive statewide strategies to meet the state's future water needs, and a respected voice for its members in both Sacramento and Washington, D.C. ACWA is headquartered in the heart of Sacramento, just a few blocks from the State Capitol.

Position Summary

The Event Planner is a full-time, non-exempt position. Under general direction, this position organizes, assigns, reviews and participates in the work of assigned staff engaged in a variety of technical and logistical duties in support of ACWA's conferences and events including room set up, audio visual requirements, speaker coordination and content organization as it relates to ACWA's conferences, Legislative Symposium, Regulatory Summit and other events as identified throughout the year, perform duties requiring specialized knowledge and provide technical support to the Events Manager.

The Ideal Candidate

The ideal candidate will have knowledge of principles and practices of meeting planning, event coordination and project management. They will possess a bachelor's degree with major coursework in marketing, events or a related field or equivalent experience and at a minimum four years of increasingly responsible experience in marketing, meeting or related field.

Event Planner II is the journey-level class in the Event Planner series. Incumbents at this level receive less instruction or assistance and are familiar with the operating procedures and policies of event planning.

Senior Event Planner is the advanced journey-level in the Event Planner series. Incumbents perform the most difficult, complex and/or politically sensitive duties assigned to classes within this series, with limited direction from a supervisor. Positions at this level may provide technical and functional direction and leadership to less experienced staff to include assigning and reviewing their work and providing technical advice and mentoring.

Essential Duties and Responsibilities

• Plan, prioritize, lead, review and participate in the work of staff engaged in a variety of duties related to the execution of conference logistics with staff liaisons and outside organizations for various programs.
• Serve as key contact onsite at Association events, overseeing all aspects of event execution.
• Create and manage documents for all event purposes, including but not limited to food and beverage planning, housing, budgets, project timelines, staff schedules, space usage, affiliate meeting requests, agendas, event logistics specifications, transportation, activities, data comparisons, post-event reporting and expense reporting.
• Assist in the development of schedules and systems to accomplish tasks, ensuring work is completed in a timely, efficient, and correct manner.
• Participate in the training, development, and leadership of less experienced staff.
• Serve as backup as it relates to events matters in the absence of the Events Manager.
• Assist with the preparation and distribution of RFPs for future conferences under the direction of the Events Manager.
• Review RFP submittals to ensure all proposed contract provisions/concessions meet ACWA requirements.
• Collect, organize, and prepare reports from RFP submittals for Events Manager.
• Accompany Events Manager on site selection visits prior to location contracting phase.
• Develop and monitor budgets for workshops and seminars.
• Oversee the coordination and tracking of meeting and conference materials and registration activities for all ACWA statewide events.
• Provide technical guidance to staff regarding programs and the continuing education offered.
• Evaluate specific continuing education topics for consistency with accreditation standards or other compliance requirements.
• Ensure quality control of compliance in documentation for all certified activities
• Act as liaison to staff and members and respond to all inquiries for continuing education.
• Work with governing bodies such as, but not limited to, the California State Bar Association, to obtain approval for and maintain Continuing Education provider status.
• Attend provider meetings as required by the California State Bar.
• Represent ACWA in a limited capacity at various ceremonies and events in the absence of the Events Manager.
• Collaborate on event space usage and room layouts
• Develop and maintain positive, strong relationships with vendors, suppliers, hotel personnel, and others.
• Represent the association with dignity, integrity, and the spirit of cooperation in all relations with staff and the public.
• Foster an environment that embraces integrity, service, inclusion, and collaboration.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Perform related duties as assigned.

Knowledge/Skill/Ability to

• Advanced knowledge of meeting planning techniques and trends.
• Principles of program content management.
• Marketing strategies and techniques to promote events.
• Principles of project management as it relates to ACWA events.
• Principles and practices of budget development and monitoring.
• Principles and practices of technical and functional supervision and training.
• Pertinent local, State and Federal rules, regulations, and laws.
• Leadership and mentoring capability
• Modern office practices, methods, and computer equipment including relevant event management software programs.
• Effective teamwork and collaboration
• Organizational skills and multitasking
• Strong oral and written communication skills
• Safe work practices in the workplace.
• Principles and practices of excellent customer service.

Minimum Qualifications

To meet the minimum qualifications of this position, an incumbent must meet both of the following requirements:

Event Planner II

Education and Experience

Bachelor's degree from an accredited college or university with major course work in event management, communications, marketing, business administration, public relations, or a closely related field is desirable or equivalent experience and at least two years of experience working in an event related field, including experience in meeting and large venue event or conference planning and support.

Senior Event Planner

Education and Experience

Bachelor's degree from an accredited college or university with major course work in communications, marketing, event management, business administration, public relations, or related field or equivalent experience and at least four years of responsible professional experience in meeting and large venue or event planning and support.

Special Requirements

Moderate travel required.

Certified Meeting Professional (CMP) certificate required.

Compensation and Benefits

This position is part of a series and candidates with experience at the Event Planner II and Senior Event Planner will be considered. Placement at level II or Senior will depend on qualifications. Our total reward package includes CalPERS retirement, 457 plan, employer paid medical, dental, vision plans, disability and life insurance and a robust suite of personal well-being benefits to support your mental health. This position provides hybrid telework opportunities, with employees required to work in-person at least two days per week in the Sacramento Office.

Hourly Salary Range

Event Planner II: $33.38/hour to $43.39/hour

Senior Event Planner: $38.64 to $50.23/hour

Filing Instructions & Questions

To be considered for this exciting opportunity, please upload your updated cover letter and resume. Please also include email addresses for three work-related references (who will not be contacted until after an interview takes place). Applicants who do not include all of the required documents may not be considered. If you have any questions regarding this position, please feel free to contact ACWA Human Resources at Janeo@acwa.com or (916)441-4545.

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