Event Planner

Phoenix Oversight Group LLC•Arlington, VA

1d•$100,000 - $135,000•Hybrid

About The Position

PhoenixTeam is seeking a world-class Event Planner / Event Experience Manager to lead the planning and execution of high-impact AI and GenAI education events across the United States. This person will own the event experience from concept to completion and help ensure every event is polished, professional, memorable, and flawlessly delivered. PhoenixTeam hosts intimate executive roundtables, hands-on training events, conference sessions, and large-scale learning experiences across the country. Events range from private gatherings of C-level executives to conferences and training experiences serving hundreds of participants. As the MBA Exclusive GenAI Education Partner, PhoenixTeam is increasingly visible on some of the industry’s most important stages, including MBA Conferences, Five Star Conferences, AI World Fair, Gartner events, and other high-profile forums. This role requires a highly organized, solutions-oriented, and polished professional who is comfortable in executive environments, confident managing complex logistics, and energized by creating exceptional attendee experiences.

Requirements

5+ years of experience planning and executing professional events, conferences, trainings, executive events, or branded experiences.
Proven ability to manage both small, high-touch executive events and larger events with hundreds of attendees.
Strong experience coordinating event logistics, including venue management, registration, catering, AV/IT needs, lighting, and production support.
Strong project management skills with the ability to manage multiple priorities and deadlines simultaneously.
Excellent organizational skills and exceptional attention to detail.
Strong verbal and written communication skills.
Professional presence and ability to work effectively with C-level executives, conference organizers, and external partners.
Demonstrated ability to stay calm, flexible, and solutions-oriented in fast-paced environments.
Willingness and ability to travel nationally up to approximately 10 days per month, plus or minus.
Proficiency with event management tools, registration systems, Microsoft Office, Google Workspace, and project management platforms.

Nice To Haves

Experience supporting events in AI, technology, financial services, mortgage, consulting, or professional services industries.
Experience planning events at or alongside major conferences and trade shows.
Experience managing executive dinners, salons, roundtables, and invitation-only leadership events.
Familiarity with speaker coordination, training logistics, and education-focused programming.
Experience coordinating videography, photography, livestreaming, or recorded educational content.
Budget management and vendor negotiation experience.

Responsibilities

Lead end-to-end planning and execution for PhoenixTeam-hosted and PhoenixTeam-sponsored events nationwide.
Plan and execute events ranging from executive dinners and roundtables to conference activations, workshops, and large-scale education events.
Develop project plans, timelines, run-of-show documents, checklists, and execution plans for each event.
Partner with internal leadership, speakers, trainers, and external stakeholders to ensure alignment on goals, audience, format, and outcomes.
Build and continuously improve repeatable event planning processes to support a growing national events program.
Manage all event logistics, including venue sourcing, contract coordination, room setup, registration flow, signage, catering, lodging coordination, transportation, shipping, setup, and breakdown.
Oversee participant registration and attendee communications, including confirmations, reminders, updates, and post-event follow-up.
Coordinate food and beverage planning with attention to audience expectations, presentation quality, timing, and dietary accommodations.
Ensure all event materials, supplies, and deliverables are prepared and delivered on time.
Maintain detailed event schedules and ensure all moving parts are coordinated effectively.
Coordinate event technology requirements, including AV, Wi-Fi, microphones, presentation support, projection, lighting, and on-site troubleshooting.
Work closely with venues, IT contacts, and vendors to ensure all technical components function smoothly.
Coordinate videography, photography, and production support for live events and recorded content as needed.
Help ensure presenters and facilitators are fully supported with all necessary technical and production resources.
Source, evaluate, negotiate, and manage relationships with venues, caterers, production teams, registration platforms, photographers, videographers, and other event vendors.
Coordinate with conference organizers and strategic partners to ensure PhoenixTeam’s participation is well-managed and professionally executed.
Track deliverables, timelines, service quality, and vendor performance.
Support contract review and budget tracking in partnership with company leadership.
Serve as the lead operator on-site and take ownership of event execution.
Manage setup, rehearsals, speaker readiness, attendee experience, agenda timing, transitions, and issue resolution.
Support senior executives, trainers, and speakers with professionalism and calm under pressure.
Make real-time decisions to resolve issues quickly and maintain a high-quality event experience.
Ensure every event reflects the PhoenixTeam brand and delivers a premium, thoughtful, and professional experience.
Anticipate attendee needs and proactively solve problems before they impact the event.
Uphold high standards for presentation, hospitality, communication, and execution.
Gather feedback and lessons learned to improve future events.