Job Descirption

The Event Planner will manage, plan, and execute a variety of client events. This position involves travel.

Supervisory Responsibilities

• As the workstream lead for accounts, this role will be responsible for assigning and overseeing tasks with an integrated team of outreach and marketing specialists.

Duties and Responsibilities

• Be the event point of contact for the client team and perform the role of functional lead to the Account Director.
• Develop sponsorship package recommendations for expos and conventions based on client goals and objectives:
  • Identification and recommendation of new event opportunities
  • Assess success of previously attended events
  • Assess event suggestions or inquiries from client team
• Develop a complete understanding of the requirements for every event, create and manage planning timeline, and delegate logistics tasks as needed.
• Plan and execute virtual events as required.
• Oversee administration of events and programs, including order placements, BEO reviews, vendor monitoring, travel planning, restaurant reservations, attendee participation, registration counts, RSVP tracking, and issues resolution.
• Review contracts and complete all necessary paperwork specific to each event.
• Oversee development and ordering of event materials.
• Coordinate and manage all shipping logistics to and from events.
• Lead weekly status meetings with internal account team.
• Lead all client calls for event planning kick-offs, planning meetings, and hot washes.
• Present event strategy and best practices.
• Manage, track, and report budget.
• Provide on-site support and strategic expertise at all client events as required.
• Build client relationships to establish trust and subject matter expertise.
• Comply with all national and local regulations.
• Uphold the company’s mission and vision with every event.
• Recommend and establish process improvements.

Knowledge, Skills, & Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Proficient with Microsoft Office Suite or related software.
• Experience in event planning or event coordination in a corporate environment.
• Proven track record of creative, successful events.
• Experience working with colleagues in graphic design, sales, marketing, and communications.
• Excellent communication, negotiating, and multi-tasking skills.
• Ability to remain calm under pressure and maintain a customer-service mindset.
• Tradeshow and/or convention services experience required.

Preferred Qualifications

• At least five years of experience coordinating and managing in-person and virtual events.
• CMP, CGMP, and/or comparable event or project management certifications highly desirable. 
• Experience coordinating events in/for any of the following industries: Recruiting, Marketing, Branding, Federal Government.
• Established relationships with vendors.
• Experience in managing budgets and tracking expenses.
• Advanced knowledge of PowerPoint, Acrobat, and Excel.

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