Associate Event Planner

IEEE • Piscataway, NJ

12d

About The Position

The Associate Event Planner serves as a coordinator and backup event planner to facilitate planning and execution of IEEE meetings, conferences, and events. The position works on various projects as a team member and may serve as the primary customer point of contact for smaller projects. The incumbent collaborates with the Senior Director, CEE, conference and event planners, corporate groups, and customers, including senior volunteer leadership and staff. Special assignments may span multiple events.

Duties include submitting and managing requests for proposals, including meeting placement; updating conference websites; expediting processes across IEEE corporate groups; tracking budgets; authoring summary reports; creating timelines and promotions; and supporting event planning, logistics, and vendor engagement.

The role typically reports to the Director, Conferences, Events & Experiences: Event Management Services, Director, and is an individual-contributor position. It requires balancing workloads and priorities, meeting deadlines efficiently, performing essential functions with moderate supervision, and maintaining ongoing communication with multiple parties while anticipating and documenting team needs, timelines, and deliverables.

Requirements

• Bachelor’s degree in a related field.
• Familiarity with content management tools and concepts and registration database systems.
• Proficiency in MS Office applications.
• Exceptional written and oral presentation skills.
• PowerPoint or other presentation software skills.
• Collaborative team player who is flexible and self-motivated.
• Ability to identify problems or opportunities, assess associated risks, and recommend effective solutions or actions based on experience and established procedures.
• Public speaking ability.
• Ability to learn new tools and processes quickly and adapt.
• Ability to balance priorities, meet deadlines, and perform essential functions with moderate supervision.

Nice To Haves

• Minimum 2 years of conference and planning experience preferred.
• Minimum 1 year of digital marketing experience preferred.

Responsibilities

• Plan conference and meeting logistics, including reviewing contracts, selecting sites, coordinating finances and registration, arranging audiovisual services, room setup, and food and beverage logistics, and creating conference intellectual property.
• Plan and produce publicity and promotional activities for conference and meeting events.
• Draft reports and timelines.
• Work on special projects and initiatives as assigned.
• Submit and manage requests for proposals, including meeting placement.
• Update conference websites and expedite processes across IEEE corporate groups.
• Track budgets and author summary reports.
• Coordinate event planning, logistics, and vendor engagement.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level