Temporary - Event Contracting Specialist

IEEE•Piscataway, NJ

19d•Remote

About The Position

The Event Contracting Specialist supports the CEE Conference Contracts team with day-to-day operations, contract management, and related projects. The role reviews, drafts, and negotiates event-related agreements in the contract management system, reports contract information to stakeholders, and reviews and captures information across applications used in the IEEE events space. The position has a strong administrative component and involves collaboration with internal stakeholders, customers, volunteers, staff, third-party providers, and outside parties. The position works under minimal supervision and reports to the Senior Manager, Event Vendor Management & Contracting. It does not manage direct reports. This is a temporary role scheduled through December 2027, with potential for a permanent opportunity. The role may be fully remote, but the employee must work East Coast business hours.

Requirements

Bachelor's degree or equivalent experience.
4–6 years of experience preferred in contract negotiation and document review in a procurement capacity.
2–4 years of experience in the hotel sales and/or meeting planning industry.
High proficiency with Microsoft Office applications, especially Word and Excel, and electronic mail applications.
Excellent verbal and written communication skills.
Strong time and project management skills, attention to detail, and ability to work under pressure in a deadline-driven environment.
Advanced negotiation skills.
Ability to work in a deadline-driven team environment.
Positive attitude and a supportive, team-based approach to departmental goals.
Cultural awareness, judgment, and tact when interacting with employees at various levels and an international constituency of officers, volunteers, and partner organizations.
Ability to deal with difficult people and successfully meet objectives.
Strong problem-solving and conflict-resolution skills using critical and strategic thinking.
Good judgment and decision-making when responding to differing situations.
Ability to represent IEEE professionally.
Ability to work independently and in a team environment; strong organizational skills.
Well-developed professional interpersonal skills and the ability to communicate with team members and outside parties.

Nice To Haves

Meeting planning, contracting, and hospitality experience.
Procurement experience involving international and domestic hotels, conference centers, transportation, meeting management agencies, audiovisual services, and other support services.

Responsibilities

Initiate, draft, and negotiate vendor agreements for event services, hotels, venues, speakers, entertainers, and other assigned vendors.
Shape contractual terms and conditions, involve legal when required, and use contracting best practices to manage risk and maximize value.
Advise CEE business/client units and project teams on contract management.
Act as the primary contact between clients, business units, legal, and strategic sourcing to address legal and contractual matters efficiently.
Identify opportunities and realize value using strategic cost management tools.
Conduct due diligence to mitigate external supply risk from supplier selection through contract execution.
Prepare and distribute information about contract status, compliance, and modifications.
Maintain a database of pending and initialized contracts serviced.
Perform administrative duties and support the team with daily business tasks as requested.
Respond to inquiries professionally, in an organized and timely manner.
Monitor transactions and manage follow-up as needed.
Assist with requisition and purchase order needs.
Take detailed and accurate notes, document meetings, and identify action items and next steps.
Complete other assigned special projects.