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Event Planning Specialist

2 months ago

Malvern, Pennsylvania, United States The Institutes Full time

About The Institutes

A not-for-profit organization dedicated to excellence in risk management and property-casualty insurance education for over a century. Our commitment to our core values—Customer First, Integrity, Collaboration, Innovation, and Ethical Standards—drives our talented team to deliver effective solutions that empower professionals in the risk and insurance sectors. We pride ourselves on being recognized as a Top Workplace multiple times, emphasizing a culture that values work-life balance, comprehensive benefits, and a supportive team environment.

Event Planning Specialist

The Event Planning Specialist plays a crucial role in assisting the Enterprise Events Department to ensure the seamless execution of both internal and external gatherings.

Key Responsibilities:

  • Collaborate with event personnel and stakeholders to guarantee the successful delivery of event objectives as per the event manager's guidance, both on-site and remotely.
  • Manage communications by responding to inquiries, directing emails to appropriate team members, and addressing event participants' questions promptly and professionally.
  • Support project management and the execution of in-person events and webinars.
  • Coordinate with event managers and business units to establish and oversee the events' registration processes and mobile applications on approved platforms.
  • Assist in the RFP (Request for Proposal) process utilizing CVENT.
  • Participate in regular event meetings as scheduled by the business owner or meeting planner.
  • Provide administrative assistance to the Enterprise Events department.
  • Engage in cross-departmental collaboration.
  • Uphold and promote the organization's mission, vision, values, and standards.
Required Skills:
  • Communication: Outstanding verbal and written communication abilities, capable of engaging effectively with all organizational levels, both internally and externally.
  • Customer Focus: A strong customer service orientation, prioritizing the needs of clients in all service delivery.
  • Time Management: Highly self-motivated with a sense of urgency, demonstrating the ability to prioritize and manage tasks in a fast-paced, deadline-driven environment.
  • Collaboration: Experience in a team-oriented, collaborative setting, with exceptional interpersonal skills focused on building rapport and effective listening.
  • Technical Proficiency: Demonstrates expertise in relevant technical areas, ensuring compliance with procedures and regulations in the production of results.
  • Ability to work effectively with others in a dynamic environment requiring teamwork and quick problem-solving.
  • Willingness to learn new technologies.
  • Proven organizational skills with the ability to prioritize workload effectively.
Qualifications:
  • Associate's degree or equivalent experience is required.
  • One to three years of experience in a customer service or client-facing role; experience in the events industry is preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with general office technology.
  • Detail-oriented with strong organizational and follow-up capabilities.
  • Familiarity with CVENT and ON24 platforms is preferred.
Benefits:

We emphasize the importance of work-life balance, offering a range of excellent benefits, including:
  • 401(k) plan with company contributions.
  • Generous time-off package including paid vacation, personal, sick days, and holidays.
  • Paid maternity and parental leave.
  • Tuition reimbursement.
  • Comprehensive medical, dental, vision, and prescription coverage.
  • On-site amenities that enhance the work experience.