Event Planner I

Iowa State University•Ames, IA

20h•Hybrid

About The Position

Iowa State University Extension and Outreach's Department of Conference Planning and Management (CPM) seeks a detail-oriented Event Planner I to support the planning, coordination, and financial management of in-person and virtual conferences and events. This role involves collaborating with clients, vendors, speakers, and departments to bring impactful events to life, offering work-life balance and the opportunity to contribute ideas and talents to events across the university. The position works closely with other CPM event planners, the finance team, clients, vendors, speakers, sponsors, and exhibitors throughout all phases of the event cycle. Responsibilities include supporting logistics and on-site coordination, vendor procurement, budget tracking, payment processing and reconciliation, speaker travel arrangements, sponsor and exhibitor coordination, and event documentation and closeout. Success requires strong organizational skills, financial accuracy, adaptability, and the ability to manage multiple events simultaneously.

Requirements

Bachelor’s degree
Valid U.S. Driver's License
Must be flexible and willing to work non-traditional hours including occasional weekends and evenings as needed for events.
Must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.

Nice To Haves

Bachelor's degree in Event Management, Business Management, or related degree.
Working knowledge or experience with event planning.
Proficiency in Microsoft Office Suite, as well as communication and collaboration platforms such as Zoom and Microsoft Teams.
Working knowledge or experience with budgeting, financial tracking, and accounts payable.

Responsibilities

Plan, coordinate, and support conferences and events, including on-site and virtual events
Consult with clients and internal planners to assess event needs and develop event plans and timelines
Manage event logistics such as venues, AV, catering, travel, transportation, and volunteers
Develop, monitor, and reconcile event budgets and financial summaries
Coordinate speakers, sponsors, vendors, and contracts; collect required documentation and materials
Communicate event details through mass emails and attendee messaging
Process event payments, invoices, purchase orders, reimbursements, and deposits in accordance with ISU policies
Assist with departmental sales efforts, client outreach, site visits, and service marketing
Support departmental operations through reporting, committee participation, and professional development