The Opportunity
This position will oversee and provide “hands-on” planning and execution of a variety of events, from highly complex VIP level retreats/events to organizational parties/celebrations and other special events as assigned. This position facilitates all aspects of planning, including site selection, vendor negotiation, registration, pre- and post-event communications, budget management, and leadership over internal event team(s), as well as onsite staffing & contractors, etc. This position is also responsible for expanding on the talents and skills of RDV Corporation and RDV Staffing colleagues at all levels by working with leadership to establish, develop, and deliver innovative approaches for ongoing professional development.

Culture of Care
As an employee of RDV Corporation, you will experience a workplace that is founded on the respect and well-being of others – our employees, their families, and the families that we serve. Located in the heart of downtown Grand Rapids, we are a team of highly competent professionals who are gracious and trustworthy.

Duties and Responsibilities

Event Planning:

• Overall superior project management and “hands-on” execution for all assigned events, focusing on exceptional outcomes and experiences for key stakeholders and attendees.
• Display expert understanding and application of each event’s focus, level of sophistication, and strategic goal.
• Ability to navigate the business, creative, collaborative, and leadership functions of event management:
  • Work with multiple employees, committees, and/or constituencies to understand event objectives, manage deliverables and execute impactful events.
  • Ability to design experiences and create event strategies that support event goals, understanding the big picture.
  • Establish comprehensive project plan to include timelines, budget development, event registration, travel logistics, agenda, invitation and communication design, and production of other event materials.
  • Track budget to stay within expectations and timely reconciliation of expenses post event.
  • Communicate pro-actively with the VP of Talent Services as well as committees and leadership as appropriate.
• Leadership over internal event team(s), planning processes, and outcomes.
  • Determine internal and external resources needed to host a successful event on each occasion based upon applicable variables such as venue resources, location, agenda topics, etc. 
  • Establish and assemble the appropriate planning and event team(s) accordingly.
  • Provide and manage effective planning tools and processes, including Master Event Timeline.
  • Establish and manage roles & responsibilities, as well as the overall performance of each event contributor, utilizing effective planning, tools and supervision.
  • Serve as liaison between all event locations, vendors, appropriate RDV Corporation and RDV Staffing employees, and any other applicable contacts for all events.
  • Coordinate and interact closely with RDV Corporation staff and key RDV Staffing employees regarding details throughout the event planning process to ensure optimal communication and successful planning.
• Coordinate all details and aspects of each event including, but not limited to: overall communication, location/facility, speakers, entertainment, technology, agenda, travel & logistics, programming, etc.
  • Conduct venue selection process and propose venue recommendations.  Provide summary of ideas and preliminary plans to leadership and/or appropriate committee(s) for consideration and approval.  
  • Maintain and manage direct contact and outcomes with the venue(s) for all program specifics including food and beverage management, lodging, housekeeping, security, grounds, maintenance, etc.
  • Oversee all vendor management and communication including soliciting of bids, negotiation of contracts, and securing vendors for all necessary services needs as it relates to food and beverage, entertainment, speakers, transportation, facilities management, production, etc.
  • Creation of comprehensive and thoughtful designs and floor plan layouts including interior and exterior facility needs, infrastructure needs such as tents, floor, utilities, draping, floral and décor details including lines, “tablescapes”, furnishings, lighting, etc.
  • Collaborate with the venue(s) on the menu creation as it relates to food and beverage selections for the various events including food styling and presentation, using information related to attendee dietary preferences and needs, as well as local cuisine.
  • Collaborate to establish table assignments and ways to personally enhance each attendees culinary and meal time experience.
  • Communicate expectations to all service providers to ensure highest level of service is provided. 
  • Oversee and review internal and external details and follow up with all internal staff and vendors to ensure potential issues are avoided or resolved, developing contingency plans as needed to ensure highest level of service.
  • Collaborate with appropriate staff to ensure all travel and logistics are made in advance and managed effectively “real time”, depending on the event, situation, and the attendees’ preferences. Provide detailed event and travel itineraries as appropriate. 
  • Serve as the on-site contact during events to ensure all event issues and planning is handled in a timely, professional manner, as well as serving as an active liaison with the attendees to ensure outstanding customer service while maintaining the appropriate professional boundaries.
  • Identify, coordinate, create, and/or facilitate activities during events ranging from learning and experiential activities, to social and/or team building.
  • Coordinate and arrange for photography and/or videography at certain events as needed; review content, segment, and arrange for the appropriate distribution and/or posting to on-line platform.
  • Present concepts, themes, and specific items for “Swag Bag” to leadership and appropriate committee(s) for event where applicable, order items, assemble and distribute Swag at the event.
  • Track all related expenditures for each event and ensure accuracy of all project costs.
  • Develop and maintain event records including service provider, vendor names and contact information. 
  • Communicate across all internal and external interfaces in an efficient and professional manner.
  • Create and distribute surveys, manage program assessments and action items post-event.

Learning & Development:

• Create and facilitate learning and development solutions that align with the organization’s mission, vision, and business objectives.
• Work closely with leaders across the organization(s) to gain an understanding of their needs regarding objectives to learning and development programs/solutions with the goal of enhancing employee, manager, team, and/or department performance.
• Deploy a wide variety of training methods including mentoring, coaching, on-the-job or in classroom training, e-learning, workshops, conferences, etc.
• Assess and report on the success of learning and development programs.
• Research and introduce new learning and development techniques, tools, and programs.
• Develop and manage relationships with vendors.
• Exemplify the desired culture and philosophies of the organization.

Elements of Success

• 5-7 years of previous experience leading event planning, including experience in managing and producing all aspects of an event. Experience providing event planning services to VIPs a strong plus.
• Excellent time management skills.
• BS in Hospitality Management or related field.
• Strong project management skills required.
• Displayed success taking the lead as well as providing behind-the-scenes “hands-on” services.
• Excellent positive interpersonal, customer service, and communication (verbal and written) skills required.
• Proven successful negotiation and collaboration skills to reach win-win solutions.
• Ability to collaborate and work well with teams of all types.
• Strong sense of accuracy, quality, and organization.  Ability to think critically in a fast-paced environment while maintaining a high level of accuracy and attention to detail.
• Flexibility and maturity; able to remain optimistic and calm while working with shifting priorities and deadlines essential.
• A self-starter who is able to work independently on multiple projects and prioritize work.
• Experience with adult learning, and/or corporate learning and development roles with a passion for leading and developing individuals to meet their highest level of potential.
• Deep curiosity to learn about new Learning and Development trends and best practices.
• Excellent public speaking/presentation skills.
• Must be highly motivated and solution oriented with a high degree of integrity, ethics, discretion, and dedication.
• Must be able to work an irregular schedule, evenings or weekends as needed, additional hours and travel during peak times or as required.