Associate Event Planner
About The Position
The Associate Event Planner supports the planning, execution, and post-event follow-up for in-person, virtual, and hybrid meetings and events. The role coordinates operational, vendor, financial, and logistical activities and documents event strategies, decisions, and outcomes. It also maintains the playbooks, policies, procedures, and tools that support consistent event delivery. The position coordinates assigned event workstreams, vendors, purchasing and payment processes, logistics, and event materials. It supports on-site and virtual execution, resolves routine operational issues, identifies and escalates risks, and contributes to post-event communications, reconciliation, and lessons learned. Some travel and special hours leading up to and during events may be required; the role may also involve coordinating or handling event materials and shipments.
Requirements
- Related event, hospitality, administrative, financial, procurement, or operational experience.
- Undergraduate degree or equivalent combination of training and experience.
- Strong organizational, documentation, and communication skills, with attention to detail.
- Ability to manage multiple priorities, deadlines, and partner relationships.
Responsibilities
- Coordinate assigned event workstreams, milestones, and deliverables using established event strategies and project plans.
- Document event strategies, requirements, decisions, roles, timelines, outcomes, and lessons learned, and maintain accurate, accessible event records.
- Develop and maintain event playbooks, process documentation, policies, procedures, templates, checklists, trackers, and planning tools; identify gaps and incorporate approved updates.
- Coordinate vendor activities and deliverables, including service requirements, timelines, documentation, invoices, and payment status; escalate performance, cost, or service concerns.
- Facilitate supplier onboarding and purchasing activities, including purchase requisitions, purchase orders, approvals, and supporting documentation.
- Support accounts payable and Concur reporting by routing invoices and expense reports, maintaining documentation, tracking payments, reconciling expenses, and addressing routine discrepancies.
- Coordinate event logistics, including registration, attendee communications, speaker support, meeting space, food and beverage, audiovisual requirements, transportation, supplies, and event materials.
- Support on-site and virtual event execution and delivery of assigned event workstreams.
- Resolve routine operational issues and escalate matters that may affect timing, cost, quality, or attendee experience.
- Coordinate shipping, receiving, inventory, distribution, and return of event materials and equipment.
- Support travel coordination by gathering requirements, communicating approved details, and coordinating itineraries or transportation, as needed.
- Support post-event communications, surveys, data collection, financial reconciliation, shipment returns, and documentation of outcomes and lessons learned.
- Identify, document, and report operational, financial, vendor, compliance, and attendee-experience risks; maintain risk logs and escalate concerns in accordance with established procedures.
- Participate in special projects and perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
