Event Management Specialist

2 weeks ago

Boston, Massachusetts, United States PRA Business Events Full time
Job Overview

Event Producer

PRA is a premier firm in the business event management sector, dedicated to creating exceptional experiences that inspire and drive success. By combining Passion, Reach, and Authenticity, PRA collaborates with clients to design innovative, multi-sensory attendee experiences that leave a memorable impact.


This position is part-time, averaging 15-29 hours per week, and is based in the Boston area with a flexible hybrid remote/in-office schedule tailored to client needs.


Key Responsibilities

  • Oversee the logistical coordination and operational delivery of client events and programs.
  • Act as the main liaison for clients during the pre-planning phase and throughout the execution of their programs, ensuring that client expectations are not only met but exceeded.
  • Collaborate with the Sales team to review client program details and take over as the primary contact post-contract.
  • Manage program adjustments during the planning and on-site phases, including negotiations and upselling opportunities.
  • Ensure the management of the anticipated gross margin for contracted events.
  • Handle the ordering, confirmation, and re-confirmation of all suppliers, fostering relationships with partners and negotiating service terms and pricing.
  • Verify that deposits for programs are received as agreed and ensure timely billing.
  • Assign Field Staff duties based on program schedules and staffing requirements.
  • Prepare and disseminate trip sheets and relevant program information to Field Staff.
  • Participate in the recruitment and training of Field Staff.
  • Coordinate and manage all Field Staff documentation related to compensation, including timesheets and expense reports.
  • Maintain an inventory of Field Staff uniforms and materials, coordinating purchases as necessary.
  • Complete all production paperwork for programs, including trip sheets, service agreements, invoicing, and expense reports.
  • Assist Experience Designers in developing programs according to client specifications.
  • Manage cost estimates, program summaries, deposit invoices, service agreements, and related communications.
  • Ensure all necessary program information is forwarded to venue representatives for seamless operations.
  • Conduct pre-event meetings with clients and venue staff to review program details.
  • Keep Regional and Global Sales Managers informed of all opportunities and program changes, taking corrective actions as needed to ensure successful outcomes.

Qualifications

  • Bachelor's degree or equivalent relevant experience.
  • A minimum of 3 years of experience in managing corporate meetings, client events, and complex programs, with a preference for backgrounds in DMC, corporate incentive travel, or hospitality.
  • Proven ability to manage operational functions and effectively lead Field Staff.
  • Exceptional interpersonal and communication skills with diverse clients, suppliers, and team members.
  • Ability to analyze and interpret client proposals, contracts, financial documents, and other legal materials.
  • Skilled in presenting information and addressing inquiries from clients and partners.
  • Capacity to multitask and manage multiple programs with varying deadlines.
  • Ability to collaborate effectively with all levels of management, staff, and external partners.
  • Familiarity with local attractions, hotels, and venues, along with the ability to identify and evaluate new partners.
  • Willingness to work flexible hours, including weekends and holidays, as required.
  • Some travel may be necessary to support regional operations.

PRA is committed to guiding organizations in creating impactful gatherings through strategic content, brand engagement, and authentic experiences. With local teams across the U.S. and a remote execution team, PRA can deliver exceptional meetings and events anywhere clients envision.

Our internal sustainability and social impact initiatives focus on carbon reduction, waste minimization, and partnerships with diverse suppliers, all while promoting equity, diversity, and inclusion in our operations.

Our Expertise in Corporate and Incentive Program Planning Includes:

Creative Event Design and Production; Local Excursions; Tours; Team Building Activities; Offsite Events; Dining Experiences; Digital and Hybrid Programming; Health and Safety Logistics; CSR Initiatives; Sustainable Planning Services; Transportation Coordination; Staffing Solutions; Content Creation; Graphic Design and Branding; Gifting Solutions.

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