Events Planner

The Event Planner works collaboratively with faculty, staff, internal partner organizations, and external vendors to ensure the successful planning and execution of all supported meetings and events. Responds to incoming routine event inquiries and gathers information in person, by phone, and by email, provides room bookings and creates Banquet Event Orders (BEO). Works closely with both event organizers and events operations team from inception to completion to ensure optimal process flow during events; oversees day-of logistics, troubleshooting, and problem-solving with creative solutions, sound judgment, and interpersonal skills to provide exceptional customer service.

Who We Are

The Salk Institute is an internationally renowned research institution that values all members of our scientific community. We seek bold and interactive leaders passionate about exploring new frontiers in science. Our collaborative community embraces perspectives across discipline, professional acumen, and unique life experiences, fostering innovation, and a sense of belonging. Together, we strive to improve the wellbeing of humanity through groundbreaking research.

Founded by Jonas Salk, developer of the first safe and effective polio vaccine, the Institute is an independent, nonprofit research organization and architectural landmark: small by choice, intimate by nature, and fearless in the face of any challenge. Salk's vibrant community has many talented individuals from varied backgrounds, each playing a crucial role in driving our mission forward. From visionary leaders to dedicated administrators and brilliant faculty members, the Institute is united by a shared passion for scientific exploration and innovation.

What Your Key Responsibilities Will Be

• Acts as liaison/department representative with Salk Faculty Chairs for Thursday Seminar Series events, including coordinating venue bookings, date reservations, and all related activities (travel accommodations, honorarium, etc.).
• Acts as liaison/department representative for planning of Internal Scientific Symposia, Named & Nobel Lecture Series, SalkFest, and other events as required, requiring site visits with organizer, caterer, or multiple additional vendors, creating specialty floorplans and decor, and briefing other departments.
• Books meeting rooms and venue spaces using calendaring software, calendars annual meeting repeaters and creates accompanying events contracts for recurring meetings.
• Creates event registration websites, managing visitor registrations for 200-800 attendees, working with 5-8 vendors, including caterer, rentals, florist, special guest requests, parking needs, travel, transportation, accommodations, administering consent to record protocols, and entertainment.
• Manages abstract submission process and creates abstract books as assigned for multiple annual symposia, includes proofreading materials, working directly with individual presenters, and acting as liaison to external vendor to produce final product.
• Submits COMM requests and information for specialty web-site production, posters, banners, flyers, sponsor and acknowledgment displays, and other related collateral materials; provides general admin support, such as filing, mailing, preparing collateral materials, assembling registration packets, producing and deploying signage, etc.
• Monitors and manages expenses and income, working with Events Fiscal Coordinator, event organizer, and vendors to stay with budget parameters for each event or special project, ensures appropriate monthly budget reconciliation; manages Thursday Seminar Series 213100 Fund Number.
• During events, works collaboratively with Events Operations team to ensure all event-related requests are executed with a high degree of efficiency, and meet or exceed customer expectations.
• As needed, assists with aspects of meeting room set-up and breakdown, including preparation of room/service area(s) prior to event, post-event inspections with vendors, setting up tables, chairs, linens, drapes, and other items for meetings, events, and banquet-style or seated food service.
• Performs other related duties as assigned by management.

What we Require

• Minimum 4 years event planning experience required, or related operations experience within a fast-paced customer service environment with independent decision-making responsibility required.
• Prior work experience in a non-profit organization of approximately 500+ interfacing with internal and external clients preferred.
• Bachelor's Degree in a related field preferred, or equivalent combination of education and experience preferred.
• Certificates, licenses, and registrations preferred: California Food Handler's Certificate; California Responsible Beverage Service Certificate; CPR/FA/AED Certificate.
• Computer skills required: Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Must be able to work a flexible schedule as needed based on workload and deadlines.

What We Can Offer

The expected pay range for this position is $27.00 to $35.00 hourly. Salk Institute provides pay ranges representing its good faith estimate of what the institute reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

Benefits

Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.

Salk Values

The Salk Community, both scientists and administrators, worked together to define values that we believe support Salk's pursuit of excellence. To be truly the best scientific institution requires not only incredible discoveries, but a common understanding of how we should work together to enable those discoveries.

The acronym "I CARE" provides a simple way to remember each of the values and reminds each of us of the importance of what we do each day.

Equal Employment Opportunity Statement

The Salk Institute for Biological Studies is an Equal Opportunity Employer and is committed to providing equal access to opportunities for students, employees, applicants for employment and other visitors. Salk has also adopted and maintains a policy to encourage professional and respectful workplace behavior and prevent discriminatory and harassing conduct in our workplace.

Accordingly, the Institute prohibits harassment and discrimination in employment on the basis of, and considers all qualified applicants for employment without regard to, actual or perceived race (race is inclusive of traits associated with race, including, but not limited to, hair texture and protective hairstyles. Protective hairstyles include, but not limited to, such hairstyles as braids, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, age, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), reproductive health decision making, gender, gender identity, gender expression, sexual orientation, veteran and/or military status (disabled veteran, veteran of the Vietnam era, other covered veteran status), political affiliation, and any other status protected by state or federal law.

Discrimination is prohibited with any intersectionality of the above-mentioned characteristics, including:

1. Any combination of characteristics.
2. A perception that the person has any of the characteristics or any combination of those characteristics.
3. A perception that the person is associated with a person who has, or is perceived to have, any of those characteristics or any combination of those characteristics.