Temporary Venue Sourcing Specialist
About The Position
This temporary remote position supports IEEE’s CEE Express Desk initiative, focusing on meeting and event venue site selection, sourcing, and contracting. The specialist executes strategic meeting management strategies for hotels, venues, and event services, aligning sourcing decisions with business goals and organizational requirements. The role works closely with the internal planning team and other stakeholders to turn business needs into logistical and budget-conscious solutions, while delivering strong project management and service to IEEE. The position reports directly to the Express Desk Program Lead and has no direct reports. Work hours align with standard East Coast business hours, 8:00 AM–4:30 PM ET.
Requirements
- Bachelor’s degree or equivalent experience.
- Two to five 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 varied event types.
- Excellent communication skills, including gathering stakeholder requirements, articulating event needs, and collaborating across teams.
- Demonstrated 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 when 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, with experience using tracking and reporting systems.
- Ability to work independently and contribute effectively in a collaborative team 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
- Research and source venues for events ranging from large conferences to specialized meetings.
- Lead the development, issuance, and management of multi-city venue RFPs, ensuring requirements are accurate and tailored.
- Evaluate venue proposals for feasibility, quality, aesthetics, and alignment with event objectives, and recommend alternatives when appropriate.
- Negotiate venue contracts to secure competitive pricing, concessions, and favorable terms while complying with IEEE standards.
- Review and finalize venue and hotel agreements, ensuring negotiated terms, discounts, and service levels are documented.
- Liaise with event planners, CRMs, legal, finance, and venue partners throughout sourcing and contracting.
- Support the handoff from sourcing to planning and assist with concierge-level requests as needed.
- Monitor venue performance during events and conduct post-event evaluations to inform future sourcing decisions.
- Identify cost-saving opportunities and value-added services.
- Share best practices and contribute to continual improvement in venue sourcing, negotiation, and vendor management.
- Support ad hoc projects and provide additional event sourcing or planning assistance during lower-volume periods.
- Represent CEE as an ambassador and align venue sourcing decisions with IEEE strategic initiatives and core values.
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What This Job Offers
Career Level
Mid Level
