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Onsite Event Planner (Assignment at The Bill and Melinda Gates Foundation)

Department: Enablement - Impact Team
Location: Seattle, WA

Location:                              Seattle, WA


Opus Agency is a strategic event consulting firm advising some of the world’s most influential brands to design, create, and manage their most important events and experiential campaigns. We partner with our clients to build fully integrated, highly effective teams that create remarkable experiences and activations around the world. Opus Agency is known for fostering the growth and development of professionals who have a passion for the event industry. In pursuit of that, we offer an extensive training program, resources, and mentorship with dedicated event professionals who have decades plus of experience.


The ONSITE EVENT PLANNER serves as the lead on multiple events taking place at the Bill and Melinda Gates Foundation offices and Conference Center, managing all aspects of the event to ensure the its success. The Onsite Event Planner should be able to create exceptional experience, 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, without regular supervision. *Currently this role is remote during the duration of time when the BMGF offices are closed. During this time virtual meetings are being planned until regular onsite events can return. Tentative re-opening of BMGF campus is in January 2022.*


  • Event Management experience (minimum of 200 attendees) required.
  • Bachelor's Degree from four-year institution is preferred.
  • Proof of Covid Vaccination for Onsite access to client office.


  • Able to work at client offices
  • Ensure appropriate coverage during any times out of the office
  • Manage multiple meetings (ranging from 0-10 events a day; with attendance ranging from 5 to 500 people) taking place at the Conference Center with varying event elements and requirements including AV, food and beverage, and room configuration
  • Effectively perform work assigned in a timely and accurate manner
  • Supervise client communication and meeting management, including communicating with multiple clients on a regular basis
  • Draft meeting documents and runs internal conference center staff meetings
  • Review and negotiate contracts on behalf of client 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
  • Establish positive relations with vendors (i.e., audio visual, facilities, catering) and works 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 desk 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
  • Participate in department meetings and attends 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
  • Other duties as assigned


  • 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, fast-paced environment
  • Display strong critical thinking, organizational, and analytical capabilities.
  • Works 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.


  • 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 paid time off


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.

Like everyone else across the US and around the world – Opus/MAS/Tencue has and continues to monitor the on-going spread of COVID-19 – with the health and safety of both our teams and clients as a number one priority. Opus/MAS/Tencue implemented a policy that requires all employees (with limited exceptions) to be fully vaccinated and provide proof of vaccination prior to employment.





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