Event Planning & Operations Specialist

Optimum•Town of Oyster Bay, NY

1d•$64,260 - $105,570

About The Position

The Event Planning & Operations Specialist serves as a key member of the Corporate Services team responsible for planning, executing and optimizing enterprise, executive, employee and customer-facing events. Reporting to the Director of Event Planning, this role supports the full event lifecycle while driving operational excellence, stakeholder satisfaction and elevated attendee experiences. The ideal candidate is highly organized, detail-oriented, resourceful, and adaptable, with the ability to manage multiple priorities in a fast-paced environment. This individual provides planning, operational and administrative support for enterprise, employee and customer-facing events while assisting with event logistics, communications, and attendee management. This role will partner with internal stakeholders and vendors to deliver events and experiences that support company objectives, strengthen employee engagement, and business growth.

Requirements

Bachelor's Degree in Event Management, Hospitality, Communications, Marketing, Business or related field.
2-4 years of corporate event planning or hospitality experience.
Experience supporting executive, employee and customer events.
Advanced proficiency in Microsoft Office Suite
Experience with event registration platforms such as Cvent.
Strong project management and organizational skills.
Excellent written and verbal communication abilities.
Ability to manage multiple priorities while maintaining exceptional attention to detail.
Strong adaptability and willingness to support broader Corporate Services operations and provide backup coverage across department functions as business needs evolve.
Demonstrated ability to quickly learn new technologies, systems and business processes to support a variety of enterprise, executive, employee and customer-facing initiatives.
Applicants must be authorized to work for ANY employer in the U.S.

Nice To Haves

CMP, CSEP, PMP or other industry certifications.
Experience with budget management and contract negotiations.
Familiarity with Cvent, event technology, reporting tools and analytics.
Membership in MPI, PCMA or similar industry organizations.
Willingness to travel and ability to work nights and weekends based on business needs.
Valid driver's licenses and personal transportation.
We do not provide visa sponsorship for employment.

Responsibilities

Plan and execute employee and mid-size corporate events; support enterprise, customer and executive-level programs in partnership with senior event leadership.
Support all phases of the event lifecycle from intake through post-event reporting.
Develop event timelines, project plans and execution schedules.
Coordinate venue sourcing, audiovisual production, food and beverage, transportation, accommodations and onsite logistics.
Execute flawless onsite event delivery while proactively resolving issues and mitigating risk.
Partner with internal stakeholders to gather event requirements, assist in developing event solutions, and contribute to event strategy that align with business goals.
Provide exceptional customer service and planning support throughout the event lifecycle.
Facilitate planning meetings and maintain consistent communication with clients and attendees.
Create and manage registration websites, attendee communications and reporting using event management platforms.
Maintain event databases, dashboards, and planning tools.
Analyze attendance, engagement, and feedback metrics to identify trends and opportunities.
Support implementation of automation and technology solutions that improve efficiency.
Compile post-event reports and summarize attendance, engagement and feedback results.
Build and track event budgets for assigned events; support development and tracking of complex program budgets.
Track expenses and identify cost-saving opportunities.
Process purchase orders and invoices.
Reconcile event expenses and maintain financial reporting accuracy.
Support vendor sourcing, competitive bidding, and contract negotiations.
Contribute ideas to enhance attendee engagement and event experiences through creative programming, thoughtful design and execution excellence.
Draft attendee communications, event websites, invitations and event materials.
Collaborate with Communications and Creative teams to ensure alignment with brand standards.
Support event experience design, signage, gifting, recognition programs and engagement strategies.
Maintain and update event playbooks, planning templates and documentation; recommend improvements to operational standards and best practices.
Serve as day-to-day system administrator for event registration platform.
Identify process improvements that enhance productivity and event quality.
Maintain event calendars, planning trackers, and operational reporting.
Create post-event recaps, insights, and recommendations.