Temporary Venue Sourcing Specialist

IEEE•Piscataway, NJ

1d•$37 - $41•Remote

About The Position

This position supports IEEE’s CEE Express Desk initiative, with a primary focus on meeting and event venue site selection. The specialist executes strategic meeting management efforts in hotel and venue selection and contracting, ensuring alignment with business goals and understanding the organization’s requirements for third-party services, including hotels, meeting spaces, and event services. The role works closely with the internal planning team to interpret business needs and develop solutions that meet logistical and budgetary expectations. It focuses on delivering exceptional service through effective project management and innovative solutions. The position reports directly to the Express Desk Program Lead and has no direct reports. It is a temporary remote position, with working hours aligned to East Coast business hours (8:00 AM–4:30 PM ET).

Requirements

Bachelor's degree or equivalent experience.
2–5 years of similar event-related experience, with a strong focus on venue sourcing.
Proven experience in venue sourcing, hotel site selection, and contract negotiation in corporate, association, or large-scale event environments.
Strong understanding of hotel categories, venue aesthetics, and event logistics across a variety of event types.
Excellent communication skills, including gathering stakeholder requirements, articulating event needs, and collaborating across teams.
Negotiation and contract management expertise focused on cost optimization and value creation.
Strong project management skills, including managing multiple priorities in a fast-paced, deadline-driven environment.
Creative problem-solving skills and sound judgment in addressing venue and logistical challenges.
Knowledge of venue sourcing and event logistics best practices, with a commitment to continuous improvement and organizational alignment.
High attention to detail and accuracy in contract review, data entry, and analysis.
Proficiency in Microsoft Excel and Word, and experience using tracking and reporting systems.
Ability to work independently and contribute effectively in a collaborative, team-based environment.
Professional demeanor and positive attitude, with the ability to represent IEEE in a polished and professional manner.

Nice To Haves

Prior experience with RFPs and Cvent.

Responsibilities

Conduct venue research and sourcing for events ranging from large conferences to smaller specialized meetings.
Lead multi-city venue RFP development, issuance, and management, ensuring requirements are clear, accurate, and tailored.
Evaluate venue proposals for feasibility, quality, aesthetics, and alignment with event objectives, recommending alternatives when needed.
Negotiate venue contracts to secure competitive pricing, concessions, and favorable terms while ensuring compliance with IEEE standards.
Review and finalize venue and hotel agreements, ensuring negotiated terms, discounts, and service levels are captured.
Serve as the primary liaison among event planners, CRMs, legal, finance, and venue partners during sourcing and contracting.
Support the handoff from sourcing to planning and assist with concierge-level requests as needed.
Monitor venue performance during event execution and conduct post-event evaluations to inform future sourcing decisions.
Identify cost-saving opportunities and value-added services through commercial awareness.
Share best practices and contribute to continuous improvement in venue sourcing, negotiation, and vendor management.
Support ad-hoc projects and provide additional event sourcing or planning assistance during lower-volume periods.
Act as a CEE ambassador by aligning venue sourcing decisions with IEEE strategic initiatives and core values.