Event Planner (Albuquerque Metropolitan Area)

AMERIND is a federally chartered tribally owned corporation, formed under Section 17 of the Indian Reorganization Act (25 U.S.C. § 5124) by its Members, the governmental units of federally recognized Tribal Nations that administer federally funded housing programs for American Indian and Alaska Native families.  AMERIND has the operating authority to work with Tribal Governments, Enterprises, and Citizens for Property and Liability, Workers Compensation, Homeowners and Renters, Employee Benefits coverage, Fleet Auto coverage, and Critical Infrastructure development.

Job Summary
The Event Planner is responsible for planning, organizing, and executing a wide range of internal and external events that align with AMERIND’s strategic goals and organizational vision.  This role involves assessing event objectives, conceptualizing themes, and managing all logistical and administrative aspects to ensure seamless execution. The Event Planner designs and manages the end-to-end coordination of internal and external events, including venue selection, vendor management, catering, staffing, and audiovisual requirements. This role monitors event budgets, evaluates facility and equipment needs, and ensures all events are executed on time, within budget, and to the highest quality standards.

Position Characteristics and Competencies

• Excellent verbal and written communication skills
• Strong analytical and critical thinking skills
• Attention to detail
• Project management
• Budget management
• Program solving and flexibility
• Strong organizational skills
• Interest in discovering and developing new ideas
• Customer service focused
• Strong negotiation skills
• Agility and adaptability in decision making

This job description does not represent an inclusive list of all duties encompassed in this position. 

Job Responsibilities

• Plan and coordinate all aspects of events including venue selection, catering, entertainment, signage, transportation, promotional materials and guest accommodations.
• Consults with venue representatives to assess event requirements. Plans and sets goals and objectives for meetings, conferences, and events, taking into account the budgets, speakers, facilities, technology, equipment, logistical requirements, and other specialized needs.
• Conducts site visits to assess potential venues. Prepares clear, organized comparison reports summarizing location features, benefits, limitations, and pricing to support informed venue selection.
• Develops and maintains up-to-date lists of available venues, services, and pricing options to support event planning and decision-making.
• Compiles and presents a short list of prospective event locations. Provides expert recommendations to guide the final venue selection process.
• Gathers detailed pricing information, manage event budgets, negotiate contracts, track expenditures for venues and service providers, including securing dates, times, spaces, and other event logistics in alignment with our needs and budget.
• Collaborates with internal staff to brainstorm, plan, and develop event schedules, topics, and secure featured speakers, ensuring cohesive planning and execution of events.
• Ensures all events comply with applicable legal, safety, and health regulations; secures required permits from appropriate agencies such as fire and health departments. Coordinates transportation logistics for guests, attendees, speakers, or other key participants.
• Handle last minute changes, trouble shoot issues during events and ensure guest satisfaction.
• Oversee all aspects of the event registration, which includes coordination with the registration contractor to ensure an efficient and seamless process for all event participants.
• Manages all administrative aspects of event execution, including financial operations, promotional material distribution, and timely response to inquiries from attendees or stakeholders.
• Oversee event setup, execution, and teardown, ensuring all elements align with expectations.
• Develops and executes communication strategies to maximize participation in conferences, meetings, and special events. Manages promotional efforts across multiple channels, including email campaigns and social media platforms.
• Collaborates with external marketing firms to design and produce event-related collateral, such as save-the-date postcards, flyers, and promotional materials for co-hosted and offsite events.
• Produces clear, engaging communication materials for all events, including regular reminders and updates to encourage attendee engagement and increase turnout.
• Serves as the main point of contact between contractors, event organizer, and management, overseeing all logistical operations and support of multiple programs and events.
• Negotiates, executes, and manages multiple contracts with facility vendors and service providers, ensuring compliance with budget constraints and policies/procedures.
• Plans and coordinates administrative tasks and special projects within and across departments by gathering, organizing, and analyzing information to develop actionable recommendations.
• Reviews event billing for accuracy and process invoices for timely payments.
• Develops and prepares management studies, surveys, statistical analyses, and various reports to support operational decision making.
• Monitors and coordinates accounting related activities as needed and prepares internal financial and operational reports for management. Participates in budget planning and management processes and may oversee the purchasing of event related supplies and equipment.
• Stays current with industry trends, new venues, and emerging technologies.
• Participates in cross-functional team process improvement projects.
• Performs other duties as assigned.   

Supervision of Others
N/A

Minimum Qualifications

• Bachelor’s degree in hospitality, meeting/event planning or related field required and five years direct experience in event and conference planning required.
• Valid driver’s license.
• Local and out-of-state travel is required.
• Must be able to successfully pass a background investigation. No felony, theft or fraud convictions.

 
Additional Eligibility Requirements 

• New employees must complete the Associate in Insurance (AINS) designation within six months from the end of the 90-day evaluation period to be eligible for advancement and incentive compensation.  
• For continued employment, employees must complete an elective course and six hours of professional development within 12 months after the end of the 90-day evaluation period. 

Knowledge/Skills/Abilities

• Experience in direct work with a series of national, regional, or local events.
• Knowledge of principles and practices of public relations, promotions, and marketing in a customer service-oriented environment.
• Knowledge of computer utilization in marketing/business operations.
• Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources.
• Knowledge of conference facilities, technology, and equipment.
• Ability to communicate effectively in the English language, both verbally and in writing with staff and the general public.
• Ability to gather and analyze statistical data and generate reports.
• Ability to work independently and meet strict timelines.
• Ability to create, compose, and edit written materials.
• Ability to negotiate and manage contractual arrangements.
• Skill in organizing resources and establishing priorities.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Skill in operating business computers and office machines, including in a Windows environment, specifically MS Office, Excel, SharePoint, Outlook, and presentation software (such as PowerPoint).
• Ability to operate event management software, applications and related support tools to effectively plan, organize, and execute events.
• Skill in graphic design and web design skills.

Working Conditions & Physical Demands

• Typical business office setting with moderate noise level.
• Non-office environment may be encountered for offsite presentations and support of company activities.
• Must be able to sit for work at a computer for more than 4 hours per day.
• Must be able to stand and walk for up to 8 hours per day during events.
• Must be able to use hands for dexterity of motion and reach with hands and arms.  Extensive use of computer keyboards. 
• Must have visual acuity to distinguish colors, images, and depth perception.
• Frequently required to talk and hear.
• Must have ability to occasionally lift 25+ lbs.

Physical Exam
Employee is required to successfully pass an annual physical exam to certify that the incumbent is capable of performing the physical demands of the job as described above.


Hiring of AMERIND employees is subject to 7(b) of the Indian self-determination act. (25 U.S.C 450e(b)), which requires that, to the greatest extent feasible, preference and opportunities for training and employment shall be given to native Americans and Alaska Natives.