Events Project Specialist - Contractor

International Data Group

33d•Hybrid

About The Position

We are looking for a proactive individual to help drive registration and engagement for IDC's conferences and events across LATAM region. The Events Project Specialist role provides essential operational and administrative support to the LATAM Event Project Managers and Sr. Director, focusing on event logistics, documentation, and finance-related tasks. This position ensures that Project Managers and leadership can focus on strategy, quality, and higher-value work for the client, while maintaining accuracy, organization, and efficiency in all events.

Requirements

Fluent English (written and spoken)
Excellent organization, accuracy, and follow-through
Strong proficiency in MS Office Suite, especially Excel and PowerPoint
Experience with Monday.com or similar tools
Comfortable working with contracts, invoices, and documentation

Nice To Haves

Willingness to travel
Familiarity with Cvent and Zoom preferred
Self-starter with proactive communication

Responsibilities

Event Logistics Support: Research and book restaurants, venues, and meeting spaces for dinners and summits. Coordinate travel arrangements, catering orders, shipping, and AV vendor communications. Assist with preparation of event materials (run of show, decks, briefing documents). Support PMs with attendee list updates and Cvent event record maintenance.
Financial & Administrative Support: Collect, organize, and reconcile vendor invoices. Track budget items, receipts, and expenses for PMs and Sr. Director. Maintain financial logs and support P&L data entry. Prepare finance documentation for leadership review. Track outstanding payments and coordinate with finance.
Internal Scheduling & Team Coordination: Assist with meeting scheduling for PMs and Sr. Director (non–sales-related). Create agendas, take notes, and distribute action items after internal meetings. Maintain team documentation in Teams/SharePoint.
Tools & Systems Administration: Maintain project tasks and deadlines in Monday.com. Create internal documents and trackers in Excel, Word, and PowerPoint. Support Cvent with basic updates and data entry. Assist with Zoom meeting logistics for virtual events (non-hosting role).