Events & Public Relations Specialist

Allied Solutions LLC•Carmel, IN

9d•Onsite

About The Position

The Events & PR Specialist supports the end-to-end strategic lifecycle of an extensive corporate events portfolio. This role encompasses venue sourcing, contract negotiation, multi-channel communications, on-site execution of events, and a complex national tradeshow circuit. The Specialist acts as a liaison between senior executives, business units, and global vendors to ensure brand alignment and operational excellence.

Requirements

Bachelor’s degree in Marketing, Hospitality, or Business, or equivalent combination of education and experience.
3-4 years of work-related experience.
Experience in a coordinator or marketing role; B2B event planning preferred.
Technical Proficiency: Cvent, Smartsheet, Salesforce Marketing Cloud (SFMC), Infor, and Microsoft Office.
Strong project management and multitasking abilities
Excellent verbal and written communication with executive-level professionalism
High attention to detail and problem-solving skills
Critical thinking to identify issues, opportunities, and recommendations
Exceptional customer service mindset with a passion for hospitality
Ability to remain calm and effective under pressure
Ability to travel up to 30% for site visits, networking, and on-site event management.

Responsibilities

Tradeshow Operations & National Conference Planning Manage the presence and participation at national industry conferences (AFSA, ACU, CUES, etc.).
Exhibition Management: Determine sponsorship levels, register for booth space, and manage specialized drayage/labor (Freeman/GES).
Oversee booth maintenance, electrical requirements, and hardware functionality (Lightboxes/Table Tops).
Logistics & Fulfillment: Coordinate the shipping of booths and collateral.
Research past participation to confirm and register attendees, providing final detail briefings to all traveling staff.
Auxiliary Events: Plan conference-adjacent client events, including venue selection, banquet event order management, and invitation distribution to partners and clients.
Event Portfolio Management Assist in the end-to-end sourcing, planning, and execution for proprietary events.
Sourcing: Coordinate RFP process for potential venues; conduct site visits and research to provide venue recommendations to Leadership.
Negotiate rates, dates, space, concessions, and oversee the legal review of all event agreements.
Strategic Planning: Collaborate with business units and senior management to define agenda frameworks and meeting goals.
Curate off-site dining, team-building activities, and specialized vendors (destination management companies, transportation, etc.).
Communication: Manage the digital event footprint, including building conference websites, registration forms (Cvent/Smartsheet), and mobile apps.
Partner with Marketing and Field Communications to design logos, invitations, and event content.
Execution: Oversee on-site logistics including F&B, décor, AV requirements, and room set-ups.
Manage the production of signage, prizes, and promotional giveaways.
Budget Management & Financial Reconciliation Serve as a financial steward of the annual event budget portfolio.
Financial Tracking: Create detailed event budgets and update actuals based on invoices and sponsored payments.
Accounts Payable: Review and process all vendor payments, deposits, and check requests.
Reporting: Assist in maintaining a comprehensive budget portfolio and deliver final "Budget vs. Actual" comparison spreadsheets to the Manager, Events to ensure all results remain within financial targets.
Strategic Industry Engagement Support on-site brand presence at industry networking events.
Active Representation: Serve as a brand ambassador at assigned national conferences including AFSA, GAC, NCUCA, and the Auto Finance Summit.
Network Development: Cultivate and maintain relationships with industry partners, vendors, and clients during session breaks, exhibit hall hours, and networking dinners.
Session Attendance: Attend conference sessions to stay current on industry trends, regulatory changes, and competitive landscapes
Logistical Oversight: Conduct on-site walk-throughs of venues and oversee booth functionality to ensure a seamless brand experience.