Event Planner

3 weeks ago

New York, United States Talent Software Services Full time

Are you an experienced Event Planner with a desire to excel? If so, then Talent Software Services may have the job for you Our client is seeking an experienced SEvent Planner to work at their company in Irving, TX.

Position Summary:

As an Event/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.

Primary Responsibilities/Accountabilities: 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, floorplans are created, AV sets are designed in line with branding guidelines. Manage invoices, purchase orders, and facilitate payment of event related bills Financial management: incl. 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)

Qualifications: Minimum 3+ years of professional work experience. Results-oriented drive and a solid work ethic. Solid computer and analytical skills: proficiency in 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.

Preferred: 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 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 the Manager will consider candidates with completed Associates degrees.

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