Event Planning Specialist

The Vanguard Group • Malvern, PA

4d • Hybrid

About The Position

Are you passionate about creating exceptional event experiences? Conference and Event Planning (CEP) is seeking a talented and driven Event Planning Specialist to join our dynamic team in Malvern, PA. In this role, you’ll have the opportunity to design and deliver world-class events that vary in size, format, and audience—ranging from internal leadership meetings to large-scale conferences. Vanguard’s hybrid work model is designed to balance flexibility with collaboration. This role requires in-office presence on Tuesdays through Thursdays to foster connection, learning, and teamwork, while Mondays and Fridays offer the option to work remotely. At Vanguard, we don't just have a mission—we're on a mission. To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best. Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.

Requirements

• Three years related work experience
• Undergraduate degree or equivalent combination of training and experience
• A strong background in corporate event planning and project management
• Proven experience managing complex logistics and multiple vendors
• Excellent organizational and communication skills
• The ability to thrive in a fast-paced, high-performance environment
• An ability to travel domestically up to 20%

Nice To Haves

• Experience working with executive leadership and a demonstrated ability to drive outcomes while embracing diverse perspectives is highly preferred
• We encourage applicants to include a cover letter that highlights how your skills and experience align with the responsibilities and qualifications outlined in this role.

Responsibilities

• Sourcing venues and negotiating contracts
• Coordinating room layouts, food and beverage, and entertainment
• Managing vendors and audio/visual logistics
• Overseeing event budgets and timelines
• Collaborate closely with senior stakeholders and cross-functional teams to ensure each event aligns with strategic goals and delivers a seamless experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees