Sr Event Planner

IEEE

2d•Remote

About The Position

The overall purpose of this position is to provide a Best-in-Class quality of service to all clients supported by IEEE CEE's event management services team CEE through professional timely communication and meeting and event management. This position serves as subject matter expert on all aspects of event, meeting, and conference planning, and on IEEE policy and procedures as they apply to conferences, events, and the corporate meetings of the organization. The incumbent in this position advises on cost containment, best practices surrounding events, recommendations on venues, room set-up, equipment and other areas, to best serve the objectives of the event, enabling clients to focus on the content delivery, rather than the logistical/project management aspects of the event. He/She partners with the clients as the subject matter expert and project manager to facilitate the execution of IEEE conferences, events, and corporate meetings. They assist the IEEE Professional Core and Volunteers in process management to ensure efficient procedures and offer continual improvement to existing process for the optimization of operational excellence. Event Planners are expected to have consistent communication with management on developments, problems, and status of projects; and support team members to establish a consistent level of quality, accuracy and compliance to departmental and industry standards. The role typically reports to the Event Director, CEE Event Management Services (CEE-EMS) and functions as an individual contributor.

Requirements

Bachelor's degree or equivalent experience
4-7 years Domestic and international professional event planning experience in the realm of conferences and meetings
Moderate to heavy travel schedule domestic and international in support of the above
Ability to work extended hours and weekends to meet event needs
Must be technologically savvy, and display a willingness to seek out technology solutions to business challenges
Accomplished industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completion
Advanced negotiation and contracting skills - ability to understand and interpret financial data
Demonstrated strategic thinking related to assigned events for securing future business opportunities
Exceptional project and time management skills with the ability to prioritize and oversee multiple events concurrently – skilled in multitasking
Excellent listening, organizational, planning and time management skills
Excellent interpersonal skills; Interacts heavily with diverse IEEE professional core/volunteers; requires diplomacy and tact to deal with all levels - must be sensitive to the differences and positions
Dedication to detail and the ability to work under pressure in a deadline driven environment
Flexibility and the ability to adapt to change in a dynamic environment
Must be committed to working both independently and as a team player
Ability to relate well with others, build relationships and constructively interact with a variety of employees, volunteers and vendors
Individuals currently serving on an IEEE board or committee are not eligible to apply.
This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

Nice To Haves

Certified Meeting Professional (CMP) designation; Willing to attain CMP designation with in the first two (2) years of employment
Proficiency working with an electronic sourcing tool a plus (Cvent, Starcite, etc.)
Account/Portfolio Management experience preferred
Association event planning experience preferred, but not required
Exhibit management experience preferred but not required

Responsibilities

Concurrently serves as project lead and/or team member in support of multiple events ranging in size from 10 – 15,000+ attendees with budgeting of up to $1,000,000 or higher, as assigned. Events assigned may include complex events, international events and high-profile/first time clients within the CEE portfolio.
Serves as the Account/Portfolio Manager and primary point of contact between the clients and CEE-EMS. This position will provide customer support, technical support, strategic planning and optimization for the client account, as well as developing and maintaining a relationship with the clients.
Manages, organizes, and executes all logistical aspects of assigned events and projects, within budget plans and/or guidelines (F&B, Setup, AV, Exhibits, Special events, Companion programs, shipping, etc.)
Prepares time-lines, status reports, cost analysis, and other reports as requested
Event Sourcing, and vendor selection including research, analysis, recommendations and contract negotiation utilizing SMM tools
Works with venue staff and all vendors to ensure that event is executed seamlessly
Creates and manages tools to facilitate communication of the event in electronic format as well as print copy (website development, email alias, announcements, etc.)
Manages venue/supplier finances, including credit filing, and billing reconciliation
Manages multiple events simultaneously and accommodate the individual needs of committees, volunteers, IEEE professional core and other attendees as requested
Supports and facilitates Community Building efforts for assigned events
Manages, organizes, and executes all logistical aspects of exhibits management (prospectus development, booth assignment, vendor management, etc.)
Prioritizes the importance of both IEEE professional core and volunteer requests
Manages and schedules employees, vendors and other subcontractors
Provides onsite management for meetings, conferences, and/or other events
Develops and maintains a working knowledge of registration database and other tools utilized in support of the business
Creates and maintains online (web-based) registration and housing forms; and attendee communications
Coordinates room block management
Reports ongoing registration statistics to clients
Special projects/initiatives as assigned