Sr. Onsite Planner - Non-Profit
Description
Job Title: Sr. Onsite Event Planner (Assignment at The Gates Foundation Seattle Office)
Group/ Team: Event Management/ BMGF
Reports to: Onsite Event Lead
Location: Seattle, WA (In office 4 days/week)
Employment type: FT, Salaried, Exempt
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. As we look ahead to 2025 and beyond, our profound opportunity is to shape the future of events in an increasingly AI-infused world. In an era where digital interactions often dominate, the authenticity of real-world connections will become paramount. Events will emerge as the #1 priority for CMOs, driving brand success and fostering deep, meaningful relationships with audiences.
Our Event Management team plays a critical role in this vision, partnering with world-shaping brands like Amazon, Microsoft, Google, and Salesforce, as well as an ever-expanding roster of category creators and fast-growing global brands. With these clients, we don’t just respond to change; we shape it by pulling the future forward and leading them into a new era of event marketing. As a Sr. Onsite Event Planner, you will be at the forefront of this mission, driving innovative and impactful strategies that align with this events-driven vision for the future.
WHAT WE ARE LOOKING FOR
The Sr. Onsite Event Planner serves as the lead on a high volume of events annually, taking place at the Gates Foundation offices and conference center in Seattle, managing all aspects of the event to ensure its success. The Sr. Onsite Event Planner should be able to create exceptional experiences, set the standard for customer service, and ensure that all event elements and arrangements are agreeable to client, team, and attendees. This is a client-facing role and will work full-time at our client office located in Seattle, WA.
YOU SHOULD HAVE
- 5+ years of experience in customer service and event planning at an event venue, hotel or agency or other relevant experience.
- Possess the discretion and integrity necessary for handling confidential interactions with high-profile individuals.
- Event Management experience (minimum of 200 attendees) required.
- Proven experience in supporting high-touch individuals, projects, and events successfully.
- Bachelor's degree from a four-year institution is preferred.
ESSENTIAL RESPONSIBILITIES
- Manage multiple meetings and events (ranging from 2-12 events a day; with attendances ranging from 5 to 500 people) taking place on the Gates Foundation campus in the conference center, campus buildings, or Discovery Center with varying event elements and requirements including AV, food and beverage, and room configuration
- Responsible for effective and prompt communication between internal team, clients, and partner organizations
- Must be detail oriented in project management and tracking tasks, as well as taking the initiative and being proactive
- Able to lead client meetings unsupervised, advising clients on major decisions about each event
- Review and negotiate contracts on behalf of clients such as local venue contracts, restaurant contracts, menus, and payments
- Manage client documents for events such as client meeting documents, contracts for venues (ex. restaurant, hotels), BEOs, space plan/venue documents, timelines, and transportation plans
- Create event budget documentation and update the client regularly
- Establish positive relations with vendors (i.e., audio visual, facilities, catering) and work with vendors to secure needed materials on time and within budget ensuing materials meet requested specifications
- Become proficient with EMS software (Event Management System)
- Become proficient in the conference center’s Outlook calendaring system
- Assist coworkers as needed, provide event coverage for OOO team members
- Perform data entry for each meeting assigned
- Assist attendee check-in with the client Events Team coverage, including off-hour events, as needed
- Maintain clear and effective communication with manager
- Able to provide critical, constructive feedback to colleagues
- Participate in unit meetings and attend other meetings and training sessions as required
- Maintains and treats all proprietary information as confidential
- Represents both Opus Agency and the client’s stewardship and values in all tasks
- Follows established policies and procedures for appearance, timeliness and safety
- Attains a thorough knowledge of Opus Agency operating procedures and the overall operation of the company
- Able to work at client offices daily
- Ensure proper coverage during any time out of the office
- Other duties as assigned
QUALIFICATIONS
- Microsoft Office suite program experience preferred (Outlook, Word, OneNote, etc.)
- Exceptional attention to detail
- Demonstrate strong verbal and written communication, presentation skills and quantitative abilities.
- Ability to effectively prioritize workload on multiple projects & events simultaneously
- Accept changes with short notice and tolerate frequent interruptions
- Successfully performs in high stress, demanding environment
- Display strong critical thinking, organizational, and analytical capabilities
- Collaborates cooperatively with other employees, vendors, and clients
- Ability to read, edit, customize, and manipulate data and reports
- Portray professional presence through superior communication, presentation, promptness, and appearance.
WHAT YOU CAN EXPECT IN RETURN
- Full time position
- Opportunities for growth and development
- Health & Dental Insurance (choice of plans)
- 100% Employer paid short-term disability and life insurance
- Opportunity to elect additional life insurance and LTD insurance at employee expense
- Paid parental leave
- Opportunity to contribute pre-tax dollars to flexible spending accounts
- 401(K) with employer match
- Flexibility in work schedules
- Generous time off
HOW WE’LL TAKE CARE OF YOU
Our job titles may span more than one career level. The starting salary for this role is between $70,000-$80,000. Our salary ranges are based on third-party national average market compensation analysis. The actual salary is dependent upon many factors, such as: training, transferable skills, work experience, business needs, and market demands. The salary range is subject to change and may be modified in the future.
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, but your past experience doesn’t align perfectly with every single qualification in this job description, we encourage you to apply anyway. You may just be the right candidate for this role or we may have other roles that better align with your skillset.
JOB SCAM WARNING
We have recently learned that scammers are fraudulently using Opus Agency’s name to solicit applications for fake jobs. Any interview or work submission request will only come from an official Opus Agency representative using an email ending in @opusagency.com, @theopusgroup.com, or @jobvite.com. We will never require an applicant to provide credit card or banking information.
If you have provided personal information in connection to a fake job offer or interview, we suggest you take appropriate action.
We take these scams seriously and are actively working to shut them down. Please be cautious when sharing personal information and stay alert for fraudulent job postings.
PHYSICAL REQUIREMENTS:
Individuals will be required to sit for the majority of the day and may be required to stand as needed. May require ability to ambulate primarily on a level surface for periodic periods throughout the day. Individuals may be required to travel via airplane, train, taxi, car and/or other means of transportation, as needed.
The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.
OTHER DUTIES AND ACKNOWLEDGEMENT
The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the employee/ candidate a general sense of the responsibilities and expectations of the position. Duties, responsibilities, and activities may change at any time with or without notice. This does not create an employment contract, implied or otherwise, other than an "at will" relationship. This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Opus Agency does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. All employment is decided based on qualifications, merit, and business need. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.