Event Planner

Navan

5d•$60,000 - $70,000

About The Position

The Event Planner leads end-to-end planning and delivery of event programs for key clients, overseeing operational coordination from conception through financial reconciliation. The role works closely with client contacts, operational leaders, Team Leads, the Events Leadership Team, and other cross-functional partners to meet program objectives and deliver high-quality experiences and strong return on investment. The planner manages client events across sourcing, venue and supplier coordination, contracting, budgets, payments, invoicing, rooming lists, and reconciliation. The position also supports commercial growth by identifying revenue opportunities, negotiating cost savings, and maintaining preferred partner relationships. It requires meticulous documentation, stakeholder communication, and occasional out-of-hours and on-site support.

Requirements

Proven experience planning a variety of events, including meetings, group accommodation, and venue sourcing.
At least 2 years of current, relevant meeting and event planning experience.
Strong interpersonal skills and ability to build relationships with colleagues, clients, and suppliers.
Self-motivation and ability to foster enthusiasm and collaboration across a team.
Strong client-facing, consultative, and presentation skills.
Critical-thinking and problem-solving abilities.
Adaptability and openness to change in a fast-paced environment.
Strong attention to detail, high customer service standards, and negotiation skills.
Excellent organization and ability to coordinate multiple resources and concurrent priorities.
Ability to remain calm, focused, and effective under pressure.
Business acumen and commercial awareness.
Influencing and stakeholder-management skills.
Professional verbal and written communication skills.
Proficiency in Microsoft Office Suite, modern project-management tools, and venue-sourcing platforms, especially Cvent.
Strong multitasking capabilities and urgency in resolving time-sensitive issues.
Empathy and consistent professionalism.
Ability to adapt and thrive in a hyper-growth environment.
Resourcefulness, independent thinking, and ability to troubleshoot and resolve complex customer inquiries.
Track record of developing and maintaining strategic partnerships with clients, Account Managers, and Account Executives.

Nice To Haves

Meeting and event planning experience at both national and international levels.

Responsibilities

Oversee the comprehensive coordination and operational execution of entire event programs.
Manage assigned client events, including sourcing, contract negotiation and review, offsite activities, supplier payments, invoicing, and reconciliation.
Lead events from conception through delivery and financial reconciliation.
Collaborate with client contacts to understand and fulfill program objectives and outcomes.
Guide project teams on client needs, expectations, business rules, and objectives.
Identify opportunities to increase the value of existing and new business.
Develop and manage client event budgets, ensuring agreed profitability through negotiation and commercial awareness.
Maximize income opportunities by leveraging enhanced commission rates and preferred partner relationships to negotiate cost savings.
Advise on function-room setups, including layout, seating, audiovisual, and food and beverage needs.
Provide out-of-hours support as necessary.
Identify project success factors based on client success measures.
Maintain project documentation in compliance with contract policies, documentation standards, and Service Level Agreements.
Generate and maintain virtual payments to suppliers as required.
Complete Event Specific Agreements for each project.
Prepare and review rooming lists to meet agreed deadlines.
Ensure timely payment, billing, and final financial reconciliation.
Provide structured event feedback to stakeholders through debrief notes for account reviews.
Attend internal and external meetings as required, document minutes, and follow up on action items.
Support on-site events when necessary and coordinate client venue visits upon request.
Comply with Reed & Mackay technology usage guidelines and systems.
Work with the Events Leadership Team to deliver seamless, professional client service.