Associate Event Planner

Institute of Electrical and Electronics Engineers • Piscataway, NJ

12d

About The Position

The Associate Event Planner serves as a coordinator and backup event planner, facilitating the planning and execution of IEEE meetings, conferences, and events. The position works on assigned projects as a team member and may serve as the main customer point of contact for smaller projects. It collaborates with the Senior Director, CEE, conference and event planners, corporate groups, senior volunteer leadership, staff, and other customers. The role also handles special assignments, including work spanning multiple events.

Key activities include submitting and managing requests for proposals and meeting placement, updating conference websites, coordinating processes across IEEE corporate groups, tracking budgets, preparing summary reports, creating timelines and promotions, and supporting event planning, logistics, and vendor engagement. The position typically reports to the Director, Conferences, Events & Experiences: Event Management Services, Director, and is an individual-contributor role. It requires balancing workload and priorities, meeting deadlines efficiently, communicating consistently with multiple parties, and anticipating and documenting team needs, timelines, and deliverables. Work is performed with moderate supervision, based on need and focus on end results.

Requirements

• Bachelor’s degree in a related field.
• Familiarity with content management tools and concepts, registration database systems, and proficiency in Microsoft Office applications.
• Exceptional written and oral presentation skills.
• PowerPoint or other presentation software skills.
• Collaborative, 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.

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, author summary reports, and create timelines and promotions.
• Support event planning, logistics, and vendor engagement.
• Communicate with project participants and customers, and anticipate and document team needs, timelines, and deliverables.

What This Job Offers

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