Senior Event Planner

Senior Event Planner - 240140 : KNW-B30DescriptionJob Summary:The overall purpose of this position is to provide a Best-in-Class quality of service to all clients supported by IEEE MCEs event management services team MCE-EMS 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 Sr. Manager, MCE Event Management Services (MCE-EMS) and has no direct reports.Essential Functions:Specific responsibilities include but are not limited to:Event ManagementConcurrent management 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 MCE portfolio.Serves as the Account/Portfolio Manager and primary point of contact between the clients and MCE-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.Management, organization, and execution of 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.)Preparation of time-lines, status reports, cost analysis, and other reports as requestedEvent Sourcing, and vendor selection including research, analysis, recommendations and contract negotiation utilizing SMM toolsPlanners will work with venue and all vendors to ensure that event is executed seamlessly.Create and manage tools to facilitate communication of the event in electronic format as well as print copy (website development, email alias, announcements, etc.)Venue/supplier financial management, including credit filing, and billing reconciliationManage multiple events simultaneously and accommodate the individual needs of committees, volunteers, IEEE professional core and other attendees as requestedSupport and facilitate Community Building efforts for assigned eventsManagement, organization and execution of all logistical aspects of exhibits management (prospectus development, booth assignment, vendor management, etc.)Prioritize the importance of both IEEE professional core and volunteer requestsHeavy interaction with diverse IEEE professional core/volunteers; requires diplomacy and tact to deal with all levels - must be sensitive to the differences and positionsManagement and scheduling of employees, vendors and other subcontractorsOnsite managementRegistration and Housing ManagementDevelop and maintain a working knowledge of registration database and other tools utilized in support of the businessCreation and maintenance of online (web-based) registration and housing forms; and attendee communicationsRoom block managementReporting ongoing registration statistics to clientsSpecial projects/initiatives as assignedQualificationsEducation and Experience:Bachelor Degree or equivalent experienceMinimum 5-8 years domestic and international professional event planning experience in the realm of conferences and meetingsCertified Meeting Professional (CMP) designation preferred but not required. CMP designation must be attained with first two (2) years of employmentSkills & Other Requirements:Must be technologically savvy, and display a willingness to seek out technology solutions to business challengesProficiency working with an electronic sourcing tool a plus (Cvent, Starcite, etc.)Accomplished industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completionAdvanced negotiation and contracting skills - ability to understand and interpret financial dataDemonstrated strategic thinking related to assigned events for securing future business opportunitiesAccount/Portfolio Management experience preferredAssociation event planning experience preferred, but not requiredExhibit management experience preferred but not requiredProven track record of managing large scale events, with attendance over 2,000 and multiple tracks occurring on a daily basisExperienced and adept in hotel/conference center policies, operations and procedures including knowledge of banquet service etiquette, menu-planning and wine-selection principlesExceptional project and time management skills with the ability to prioritize and oversee multiple events concurrently skilled in multitaskingExcellent listening, organizational, planning and time management skillsDedication to detail and the ability to work under pressure in a deadline driven environmentFlexibility and the ability to adapt to change in a dynamic environmentMust be committed to working both independently and as a team playerAbility to relate well with others, build relationships and constructively interact with a variety of employees, volunteers and vendorsMust be able to work well under pressure, be extremely organized, maintain workload balance, set priorities in a deadline-driven environment and represent the IEEE in a professional mannerModerate to heavy travel schedule domestic and internationalAbility to work extended hours and weekends to meet event needsFor information on work demands and conditions required for this position, please consult the reference document, Physical, Mental, and Work Environment Standards for IEEE Positions. This position is classified under This position is classified under [Category IOffice Position].IEEE is an EEO/AAP Employer/Protected Veteran/Disabled====================================================================Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts managements right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.Job : Meeting & Event ManagementPrimary Location : United States-New Jersey-Piscataway:Schedule : Full-timeJob Type : RegularJob Posting : Jul 24, 2024, 8:33:32 AMReq ID: 240140Apply NowApply NowCurrent Search CriteriaInstitute of Electrical and Elec...Senior Event PlannerPiscatawayNew JerseyClear AllPowered By*SkillBridge opportunities are reserved for active duty service members who are within 180 days of being discharged or released from active duty and they must have served 180 continuous days on active duty. Approval to participate rests with the service member's field grade commander.Privacy PolicyTerms & ConditionsCopyright The National Labor Exchange (NLx)back to top