Temporary - Event Contracting Specialist

Institute of Electrical and Electronics Engineers•Piscataway, NJ

18d•Remote

About The Position

The Event Contracting Specialist supports the day-to-day operations of the CEE Conference Contracts team by managing event-related contracts and contributing to team projects. The role reviews, drafts, and negotiates agreements in the contract management system and accurately reports information to stakeholders. It has a substantial administrative component and involves reviewing and capturing information in applications used across the IEEE events space, communicating with internal stakeholders and outside parties, and collaborating with third-party providers. The incumbent works with the Senior Manager, Contract Specialists, volunteers, staff, and third parties. The position works under minimal supervision and does not manage direct reports. It is temporary through December 2027, with the possibility of a permanent opportunity. The role may be fully remote, but the individual 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, including categories such as hotels, conference centers, transportation, meeting management agencies, audiovisual services, and other support services.
2–4 years of experience in the hotel sales and/or meeting planning industry.
High proficiency in Microsoft Office applications, particularly Word and Excel, and electronic mail applications.
Excellent verbal and written communication skills.
Strong time management, project management, and organizational skills; attention to detail; and the ability to work under pressure in a deadline-driven environment.
Advanced negotiation skills.
Positive attitude and a supportive, team-based approach toward departmental goals; ability to work independently and in a team environment.
Exceptional cultural awareness, judgment, and tact when interacting with employees and an international constituency of officers, volunteers, and partner associations and institutions.
Ability to deal with difficult people and meet objectives.
Strong problem-solving and conflict-resolution skills, including critical and strategic thinking to achieve positive outcomes.
Good judgment and decision-making in response to differing situations.
Ability to represent IEEE professionally.
Well-developed professional interpersonal skills.
Ability to take detailed and accurate notes, document meetings, and identify action items and next steps.

Nice To Haves

Meeting planning, contracting, and hospitality experience is preferred.

Responsibilities

Initiate, draft, and negotiate vendor agreements for assigned event services, hotels, venues, speakers, entertainers, and other vendors.
Shape contractual terms and conditions, involve legal when required, and use best practices in contracting to manage risk and maximize value.
Advise CCE 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 and promptly.
Identify opportunities and realize value through strategic cost management tools.
Conduct due diligence to mitigate external supply risk from supplier selection through contract execution.
Prepare and disseminate information regarding contract status, compliance, and modifications.
Maintain a database of pending and initiated contracts serviced.
Perform administrative duties and support daily team 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.
Complete other special projects as assigned.
Take detailed and accurate notes, document meetings, and identify action items and next steps.
Review and capture information for applications used in the IEEE events space.