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Vista Equity Partners - Washington, WA

posted 21 days ago

Full-time - Entry Level
Washington, WA
Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

At EAB, our mission is to make education smarter and our communities stronger. We work with more than 2,800 institutions to drive transformative change through data-driven insights and best-in-class capabilities. From kindergarten to college to career, EAB partners with leaders and practitioners to accelerate progress and drive results across enrollment, student success, institutional strategy, data analytics, and advancement. We work with each partner differently, tailoring our portfolio of research, technology, and marketing and enrollment solutions to meet the unique needs of every leadership team, as well as the students and employees they serve. The Events team manages the strategy, planning, and execution of 100+ in-person and 600+ virtual events annually. We lead with an innovative approach, a high level of attention to detail, and unparalleled level of service. Events managed by the team include industry tradeshows, largescale summits, international programs, and small executive-level roundtables. Additionally, the team leads the planning of internal events such as firmwide meetings, Back-to-School BBQ, EAB Bracket Challenge, and incentive trips. This role provides critical support in two distinct areas: Event Sourcing and Contracting and Pre-Event Support for VIP events, playing a role in the seamless coordination and preparation of events. The position requires strong organizational skills, attention to detail, and the ability to collaborate with diverse teams to understand event goals and requirements while maintaining budgetary and operational excellence.

Responsibilities

  • Partner with program teams to understand event needs, including dates, space requirements, and other logistical details.
  • Lead intake meetings with program teams to gather initial event requirements.
  • Perform venue outreach to identify date and space availability.
  • Gather and compare pricing details from potential venues and vendors (e.g., hotels, conference centers, audio-visual companies).
  • Negotiate and execute contract terms and pricing in partnership with Events leadership, ensuring cost savings while minimizing contractual liability.
  • Maintain budget information within the firm's finance budgeting system to ensure accuracy and accountability.
  • Assist in the collection and reporting of historical meeting data (scores, attendance, cost, etc.) to predict future trends.
  • Provide cost estimates and stay within budget while negotiating vendor pricing.
  • Partner with Account team to understand event goals and requirements for Richmond and DC based VIP onsite events.
  • Provide pre-event support for VIP onsite events including managing travel coordination, scheduling catering, securing dinner venue, and capturing AV and operations needs.
  • Maintain excellent documentation, ensuring all event details are captured through the planning process including event agenda times, attendee list, supplies, and service opportunities.
  • Transition event to onsite Event Host two weeks out, ensuring a smooth handoff and no disruption to the planning process.

Requirements

  • 2 years of professional experience
  • Bachelor's Degree
  • Demonstrated success delivering customer service both internally and externally.
  • Strong relationship management skills; working collaboratively and with diplomacy
  • Possesses strong attention to detail.
  • Familiarity with common workplace tools such as Outlook, Excel, and PowerPoint
  • Ability to oversee complex and multi-faceted processes and projects; able to prioritize tasks effectively to meet deadlines.
  • Comfortable standing and walking for extended periods during events.
  • Comfortable with physically transporting items and equipment from one location to another as well as bending, reaching, and climbing smaller ladders during setup.
  • Must be able to support meetings nationwide, with flexibility to travel as required by event locations.
  • Some job activities may be required outside of typical workdays/hours.

Nice-to-haves

  • Experience with event planning, sourcing, and contracting
  • Proven track record managing budgets and negotiating with vendors
  • Commitment to valuing diversity, practicing inclusive behaviors, and contributing to an equitable working and continual learning environment in support of EAB's DE&I Promise
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