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Event Planner II

4 months ago

Irving, United States TalentBurst Full time
Event Planner
Location: Irving, TX-75039
Duration: 10 months
Hybrid role (onsite 2-3 days every month)
 
Notes
As an Events Conference Planner, you will work to deliver and execute on assigned in person and virtual programs by planning and managing all details related to the production details including but not limited to venue selection, event budget, virtual platform management, travel, room setup, signage and branding, staging, audio visual, and catering. As a member of the Evanta Logistics Team, you will have a focus on team collaboration to create exceptional customer experiences for every attendee, sponsor and associate attending our events.

Required
Candidates ideally will have  between 3-6 years professional relevant experience for consideration.
This is a HYBRID Role, in-office requirements are about 2-3 times per month out of the Irving TX Facility - candidates MUST be within commutable distance to the Irving TX Facility.
All candidates MUST have reliable transportation as Travel is a requirement of the role, must be able to reach their local airport as well as the client’s Facility.
This role requires air-travel - the chosen candidate will travel about 1-2 times per month, requiring 3-6 days per trip.
Travel will be International, specifically Canada - All candidates must have a valid Passport.
Bachelor’s degree is  desired but Manager will consider candidates with completed Associates degrees.
 
Essential Functions/Major Responsibilities:
Support venue sourcing responsibilities including research, capacity planning, and contracting.
Plan and manage operations and logistics for all assigned programs
Liaise with internal key conference partners and team members to ensure successful conference execution
Communication and collaboration across event teams to ensure seamless delivery of first-class events
Contribute ideas for event innovations to enhance Evanta Summits and ensuring alignment with the company objectives and vision
Plan the attendee journey onsite, which will include the event branding and signage. Plan and manage all on site conference signage and branding
Coordinate travel, secure team accommodations, and ground transportation for on-site
Coordinate communications as the primary point of contact for the on-site team to all suppliers including the hotel / venue.
Coordinate with our AV partner to ensure our requirements are communicated properly, floor-plans are created, AV sets are designed in line with branding guidelines.
Manage invoices, purchase orders, and facilitate payment of event related bills
Financial management: including preparation, negotiations, accurate and timely event budget forecasts, alert management about risks and deviations to plan and post event reconciliation
Demonstrate understanding of virtual platforms and carry out the delivery of virtual events as Tech Lead
Frequent review and management of team process docs and internal communication tools such as Run of Show guides and Tech Lead process documents.
Travel 10-15 times per year, potentially internationally (approx. once per month)

Skills:
Minimum 3+ years professional work experience.
Results-oriented drive and a solid work ethic. Solid computer and analytical skills: proficiency Microsoft Office Suite (particularly Outlook, Word and Excel) and virtual event delivery platforms (Webex and Zoom) preferred Outstanding written and verbal communications skills Superior poise and judgment (demonstrated "grace under pressure”) with both internal and external constituencies.
Ability to work well in ambiguous situations with little information or direction across multiple regions.
Comfort working with and ability to upward manage senior executives.
Innovative approach to process and workflow.
Excellent time management and prioritization skills.
Exceptional attention to detail. Proactive problem-solving skills.
Strong record of achievement in current position. Interest and experience in virtual event planning.
Strong service ethic.
 
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