Associate Event Planner
About The Position
Supports the planning, execution, and post-event follow-up for in-person, virtual, and hybrid meetings and events. Coordinates operational, vendor, financial, and logistical activities and documents event strategies, decisions, and outcomes. Maintains playbooks, policies, procedures, and tools that support consistent event delivery. Some travel and special hours may be required, particularly leading up to and during events. The role may also involve coordinating or handling event materials and shipments. Vanguard is not offering visa sponsorship for this position. Vanguard describes its mission as supporting clients’ long-term financial wellbeing and developing its people and services. The company uses a hybrid working model for the majority of crew members to support flexibility, in-person learning, collaboration, and connection.
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.
- Demonstrated 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 accessible event records throughout the planning lifecycle.
- Develop and maintain event playbooks, process documentation, policies, procedures, templates, checklists, trackers, and planning tools; identify gaps and risks 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 assigned workstream delivery; 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.
- May support travel coordination by gathering requirements, communicating approved details, and coordinating itineraries or transportation.
- 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 according to established procedures.
- Participate in special projects and perform other duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
