Business Event Planner

Overview

The Community Affairs and Protocol office at PNNL elevates PNNL’s reputation through five signature programs including community engagement, VIP and dignitary relationships, event and conference management, staff involvement and philanthropic outreach and giving. We focus on identifying and executing opportunities for engagements with stakeholders and other influencers to create awareness and strengthen PNNL’s leadership in research and innovation with local, state, and federal stakeholders and policy makers.

Responsibilities

We are seeking an outgoing, creative and detail-oriented event professional to lead the execution of PNNL-hosted conferences, workshops, stakeholder visits and so much more. The event planner will work closely with partners across the Laboratory to plan events from concept to completion. The candidate will grow and protect the Laboratory’s reputation and foster important relationships and manage programs that are aimed at developing advocacy for PNNL/Battelle while promoting our science reputation. The successful candidate will demonstrate professional event management expertise including project planning, budget development, vendor negotiations, post-event evaluations and reporting, and reconciliation of expenses for VIP briefings, internal and external business-related functions, symposiums, conferences, workshops, program events, banquets, and more. The event planner will maintain knowledge of current internal and external business requirements, trends and best practices related to event management.

Primary focus: business events, conferences, and workshops

Duties Include, But Are Not Limited To
• Collaborate with internal partners to define event objectives and requirements.
• Develop strategic event plans, including timelines and logistics.
• Use best practices and knowledge of internal or external business issues to improve the overall event experience.
• Identify and resolve obstacles, tracking progress along the way.
• Create and manage event budgets and track expenses, ensuring events stay within budgetary constraints.
• Identify and secure suitable venues for events, negotiate contracts, and manage vendor relationships to ensure the successful execution of events.
• Develop and maintain event agendas, provide guidance to speakers or presenters, and share event planning best practices.
• Create and maintain websites, registration sites, provide registration reporting, oversee deployment of event apps, manage room blocks, prepare for onsite attendee management.
• Oversee all aspects of event logistics, including registration, catering, audiovisual needs, transportation, and accommodations, to execute a seamless event experience.
• Conduct post-event evaluations to measure the success of each event, gather insights, and identify areas for improvement.
• Ensure all events comply with DOE, PNNL, and Battelle policies and procedures.
• Fully execute all day-of event activities from set up through tear down.
• Work collaboratively as part of a team that delivers a wide range of high-profile complex conferences, events, and dignitary tours, including in-person, hybrid, and virtual events.
• Build and maintain independent relationships with internal and external audiences, working with all levels of Lab staff including senior management.

Qualifications

Minimum Qualifications:
• BS/BA and 5+ years of relevant work experience -OR-
• MS/MA and 3+ years of relevant work experience

Preferred Qualifications
• Full-time, paid business event and/or conference planning experience, as an individual contributor. Volunteer and/or part-time efforts will not be considered in the years of experience.
• Proven project management experience (strategy building, goal setting, logistical, budgeting, contracting, etc.) may be considered in lieu of or conjunction with years of full-time event planning experience.
• Experience working in a virtual environment including proficiency with virtual technology (e.g., Zoom and Microsoft Teams) and collaboration best practices.
• Experience working with venues and caterers.
• Excellent communications skills - written and verbal.
• Experience creating a budget from the beginning of an event and stay within budget, including cost recovery through registration.
• Skilled in translating strategy into specific goals and objectives.
• Ability to integrate decision making in the planning of multiple, complex meetings, conferences, and/or other events.
• Must be deadline driven.
• Known for gracefully handling pressure and competing deadlines; able to manage multiple events and priorities simultaneously and to function in a fast-paced environment.
• Ability to build and maintain working partnerships with a variety of leadership levels.
• Strong customer service orientation with exceptional attention to detail and follow-through.
• Must have seasoned business judgment, project management experience, problem solving and relationship management skills.
• Ability to influence decisions through strategic consultation on all aspects of event planning, policy, procedures, and expectations with staff of varying levels.

Additional Information

This position is on-site 5 days per week to accommodate the requirements of events, with a potential of hybrid 2-3 days per week on-site. Depending on the number of scheduled events, with primary on-site expectations from spring through fall. Staff are expected to be available to be on-site within one hour when business needs require it, but more typically within a day’s notice.

This position involves walking, standing, lifting, hauling, and setup of equipment needed for meetings and events. The person must have a current driver’s license and be able to drive large passenger vans.

Some evening and weekend may be required.

Testing Designated Position

This is not a Testing Designated Position (TDP).

About PNNL

Pacific Northwest National Laboratory (PNNL) is a world-class research institution powered by a highly educated, diverse workforce committed to the values of Integrity, Creativity, Collaboration, Impact, and Courage. Every year, scores of dynamic, driven people come to PNNL to work with renowned researchers on meaningful science, innovations and outcomes for the U.S. Department of Energy and other sponsors; here is your chance to be one of them!

At PNNL, you will find an exciting research environment and excellent benefits including health insurance, and flexible work schedules. PNNL is located in eastern Washington State—the dry side of Washington known for its stellar outdoor recreation and affordable cost of living. The Lab’s campus is only a 45-minute flight (or ~3 hour drive) from Seattle or Portland, and is serviced by the convenient PSC airport, connected to 8 major hubs.

Commitment to Excellence, Diversity, Equity, Inclusion, and Equal Employment Opportunity

Our laboratory is committed to a diverse and inclusive work environment dedicated to solving critical challenges in fundamental sciences, national security, and energy resiliency. We are proud to be an Equal Employment Opportunity and Affirmative Action employer. In support of this commitment, we encourage people of all racial/ethnic identities, women, veterans, and individuals with disabilities to apply for employment.

Pacific Northwest National Laboratory considers all applicants for employment without regard to race, religion, color, *** (including pregnancy, ****** orientation, and gender identity), national origin, age, disability, genetic information (including family medical history), protected veteran status, and any other status or characteristic protected by federal, state, and/or local laws.

We are committed to providing reasonable accommodations for individuals with disabilities and disabled veterans in our job application procedures and in employment. If you need assistance or an accommodation due to a disability, contact us at careers@pnnl.gov.

Drug Free Workplace

PNNL is committed to a drug-free workplace supported by Workplace Substance Abuse Program (WSAP) and complies with federal laws prohibiting the possession and use of illegal drugs.

If you are offered employment at PNNL, you must pass a drug test prior to commencing employment. PNNL complies with federal law regarding illegal drug use. Under federal law, ********* remains an illegal drug. If you test positive for any illegal controlled substance, including marijuana, your offer of employment will be withdrawn.

HSPD-12 PIV Credential Requirement

In accordance with Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, new employees are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes ********* and ******** derivatives, which are still considered illegal under federal law, regardless of state laws.

Mandatory Requirements

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from having any affiliation with the foreign government of a country DOE has identified as a “country of risk” without ******** approval by DOE and Battelle. If you are offered a position at PNNL and currently have any affiliation with the government of one of these countries, you will be required to disclose this information and recuse yourself of that affiliation or receive approval from DOE and Battelle prior to your first day of employment.

Rockstar Rewards

Employees and their families are offered medical insurance, dental insurance, vision insurance, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, supplemental parental bonding leave**, surrogacy and adoption assistance, and fertility support. Employees are automatically enrolled in our company funded pension plan* and may enroll in our 401k savings plan. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year.
• Research Associates excluded.
• Once eligibility requirements are met.

Click Here For Rockstar Rewards

Notice to Applicants

PNNL lists the full pay range for the position in the job posting. Starting pay is calculated from the minimum of the pay range and actual placement in the range is determined based on an individual’s relevant job-related skills, qualifications, and experience. This approach is applicable to all positions, with the exception of positions governed by collective bargaining agreements and certain limited-term positions which have specific pay rules.

As part of our commitment to fair compensation practices, we do not ask for or consider current or past salaries in making compensation offers at hire. Instead, our compensation offers are determined by the specific requirements of the position, prevailing market trends, applicable collective bargaining agreements, pay equity for the position type, and individual qualifications and skills relevant to the performance of the position.

Minimum Salary

USD $83,200.00/Yr.

Maximum Salary

USD $128,800.00/Yr.

United States
Washington
Richland Show on map Get directions