Event Planning Specialist

2 weeks ago


Clearwater, Florida, United States DocuPhase LLC Full time
Job OverviewPosition Title: Event Planning Specialist

Work Arrangement: Hybrid

The Event Planning Specialist will play a crucial role in the conception, organization, and execution of various events designed to enhance brand visibility and support marketing initiatives for DocuPhase. This position also focuses on fostering a positive internal culture for employees. The ideal candidate will possess a blend of creativity and organizational skills, collaborating closely with marketing, executive, and sales teams. Reporting directly to the Events Manager, this role is integral to the success of our events.

Primary Responsibilities:

  • Assist in the strategic planning and execution of events such as trade shows, user groups, internal gatherings, executive meetings, and customer outreach events.
  • Support the management of logistics, communications, budget oversight, and overall event coordination for both internal and external marketing initiatives.
  • Contribute to the creation, development, and dissemination of pre-event and post-event communications, including emails and landing pages.
  • Ensure effective communication with attendees and stakeholders regarding travel arrangements, expectations, and event outcomes.
  • Manage project timelines and logistics related to events.
  • Maintain relationships with vendors for promotional items, signage, onsite arrangements, venue requirements, and additional logistical needs.
  • Collaborate with marketing colleagues to coordinate the design and production of event materials, including signage and promotional graphics.
  • Research and propose unique promotional items and experiences to enhance engagement at events.
  • Oversee inventory management of company and event promotional materials, ensuring timely replenishment as necessary.
  • Assist in developing marketing strategies for events and recommend process improvements based on insights gained from previous events.
  • Track all expenses related to events and assist in managing the overall budget.
  • Utilize event and marketing technologies to monitor key metrics such as registrations, contact imports, and lead assignments.
  • Prepare post-event reports for departmental review.
  • Engage in ongoing research to introduce innovative ideas that align with industry trends and enhance the events program.
  • Provide support for additional marketing projects as required.

Qualifications:

  • Bachelor's degree in Marketing, Event Management, Hospitality, Business, or a related discipline (preferred).
  • 1-3 years of demonstrated experience in Events, Field Marketing, or a comparable role.
  • Strong problem-solving and communication skills.
  • Detail-oriented with exceptional organizational capabilities.
  • Ability to work both independently and collaboratively in a dynamic environment.
  • Flexibility to adapt to shifting priorities and embrace new challenges.
  • A genuine passion for creating engaging experiences that enhance brand visibility and support marketing efforts.
  • Familiarity with event management software (e.g., Bizzabo), Salesforce, Hubspot, and other relevant tools.
  • Experience in B2B, Software/Tech, or Finance sectors is advantageous.


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