Event Planning Specialist

4 weeks ago

Boston, Massachusetts, United States Axelon Services Corporation Full time
Event/Conference Consultant

Financial is hiring for the role of an Event/Conference Consultant. In partnership with the team lead, you will provide a consistent planning approach across all events by consulting with internal lines of business to execute small to medium size meetings and events. You will be responsible for executing the stakeholder's vision within the budget parameters. Execution responsibilities will include sourcing, contracting, registration website management, leading meetings with internal stakeholders, maintaining the project plan, food and beverage management, development of event specification guides, communications with stakeholders, full on-site execution, and post event reconciliation. This role is a part of the Event and Conference Management Team.

The Team

Financial's Event and Conference Management team manages all Financial sponsored conferences, events, and meetings from discovery through execution. Our strategy is to streamline event management, identify cost savings, and seamlessly execute Financial sponsored events.

The Impact

Responsibilities will include but are not limited to:
  • Management of Financial business programs/meetings/events, which would include consulting with our business partners on their meeting requirements, leading project planning, managing the meeting budget, sourcing event venues, contract management, attending travel in conjunction with travel management vendor, registration website and mobile app development, food and beverage management, etc.
  • Development of program specs and communications with vendors to clearly communicate execution needs of the event
  • Schedule and lead planning meetings with stakeholders
  • Clear follow up communications with event stakeholders ensuring awareness of project deadlines
  • On-site execution of the event which would include leading pre-con meetings, vendor load in and set up, on-site registration management, staffing management, etc.
  • Attendance of regular team collaboration with ECM Director, event stakeholders, vendors, and other ECM support team members
  • Ordering of on-site event supplies as needed, including but not limited to, office supplies, name badges, and signage
  • Project management of event registration websites and mobile app builds
  • Proof registration websites and mobile apps to ensure details are correct before launches
  • Have a team mentality, effectively collaborating with fellow team members areas across the enterprise.
  • Demonstrate agility and flexibility to work on new areas or special projects as needed.
Skills:
At least 7+ years' experience in meeting/event/conference planning
Strong budgeting acumen
Strong communication skills
Experience supporting with executive leadership
Tech-savvy and able to learn/adopt new technology tools and platforms quickly
Organized and able to plan appropriate project timelines, work backward from deadlines, identify milestones and owners, and execute against a plan
Advanced experience in PowerPoint
Proven written and communication skills
The Ideal Qualifications
Project management/program management skills
Business communications experience
Advanced experience with AirTable and CVENT
Continuous improvement mindset with a commitment to introducing new and innovative ideas and communications approaches
Strong attention to detail
Ability to work with a variety of behavioral styles & levels of management
Ability to think and adapt quickly to a fast-moving range of issues while remaining calm under pressure
Ability to be proactive, anticipate and problem solve quickly
Availability to work nights and weekends as needed for event execution
Event agency experience a plus
Willing and able to travel to various meetings and events throughout the year in various US locations (approximately 15-20 meetings and events)

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