Event Planner

Guardian Life Insurance•New York, NY

3d•Hybrid

About The Position

Event Planner within the Meetings and Experiences department, reporting to a Senior Planner. Responsible for end-to-end planning and execution of training and incentive meetings. Provides support for local event reviews and helps implement departmental processes and procedures. Summary Deliver multiple high-visibility training and incentive programs annually, managing end-to-end planning from concept and sourcing through on-site execution and post-event reporting. Manage stakeholders, budgets, venues, vendors, and contracts; lead attendee communications and registration technology (e.g., Cvent/meeting apps) and use AI tools to streamline content, timelines, and post-event insights. Lead on-site execution, troubleshoot in real time, and partner cross-functionally (Accounting/Creative/Travel) to mitigate risk and deliver a consistent attendee experience in a fast-paced environment with frequent travel (approx. 50%).

Requirements

Bachelors degree preferred or professional equivalent.
Minimum of 5 years conference planning and/or event management experience in a corporate environment.
Minimum of 3 years general business or event marketing experience.
Solid understanding of project management tools, with the ability to lead and contribute within cross-functional teams to deliver integrated solutions and drive business results.
High proficiency in web-based registration and meeting app design software (e.g., Cvent) to maximize the technology platform for attendee management related to client-facing programs.
Proficiency in Microsoft Office (Excel, PowerPoint, Word).
Must be legally authorized to work in the United States, without the need for employer sponsorship.

Nice To Haves

Comfortable supporting programs through development, execution, and post-event analysis.
Excellent written and verbal communication skills.
Strong interpersonal, organizational, negotiation, and leadership skills.
Knowledge of corporate event protocols, processes, and production, as well as curiosity in/application of approved AI tools.
Event marketing industry knowledge, including trends in food, design, production, and products.
Strong venue knowledge and experience (e.g., national hotels, restaurants, performing arts venues, museums).
Well versed in event and menu design, and in event-related costing and budget development.
Strong creative instincts and sound business judgment.
Able to learn quickly and integrate strong event planning/marketing experience with the firms approach and brand guidelines.
Proactive, organized, innovative, forward-thinking, and results driven.
Ability to manage multiple programs and projects in a fast-paced environment with short deadlines.

Responsibilities

Manage and/or support 8-12 signature programs annually, including: Pre-program planning and process management, Internal client management, Attendee management, Concept and idea generation, Budget development and preparation, Venue and site evaluation and selection, Vendor management, Collateral development, On-site management, Website content and functionality management, Contract negotiation, Event coordination and execution
Establish and maintain project communications with managers, internal teams, and clients
Partner with Accounting, Creative Services, and event vendors (production, de9cor, photography, travel)
Support strategic planning, including risk assessment and mitigation