Temporary Venue Sourcing Specialist

Temporary Venue Sourcing SpecialistThis position will support IEEE's CEE Express Desk initiative, with a primary focus on meeting and event venue site selection. The individual will be responsible for executing strategies for strategic meeting management, specifically in the areas of hotel and venue selection and contracting. The role will ensure alignment with business goals while gaining a clear understanding of the organization's requirements for third-party services, including hotels, meeting spaces, and event services. A key aspect of this role is the ability to engage with the internal planning team whose collaboration is essential for successful sourcing and contracting efforts. The individual will need to interpret business needs and translate them into effective solutions that meet both logistical and budgetary expectations. The role is dedicated to delivering exceptional service to IEEE by driving effective project management and innovative solutions. The position will report directly to the Express Desk Program Lead and will not have direct reports. This is a temporary remote position, and work hours must align with standard East Coast business hours (8:00 AM – 4:30 PM ET).

Key Responsibilities
Conduct comprehensive venue research and sourcing for a wide range of events, from large-scale conferences to smaller, specialized meetingsLead multi-city venue RFP development, issuance, and management, ensuring clear, accurate, and tailored requirementsEvaluate venue proposals for feasibility, quality, aesthetics, and alignment with event objectives; recommend alternatives when neededNegotiate venue contracts, securing competitive pricing, concessions, and favorable terms while ensuring compliance with IEEE standardsReview and finalize venue and hotel agreements, ensuring all negotiated terms, discounts, and service levels are capturedServe as the primary liaison between event planners, CRMs, legal, finance, and venue partners throughout sourcing and contractingSupport smooth handoff from sourcing to planning and assist with concierge-level requests as neededMonitor venue performance during execution and conduct post-event evaluations to inform future sourcing decisionsDemonstrate strong commercial awareness, identifying cost-saving opportunities and value-added servicesShare best practices and contribute to continuous improvement in venue sourcing, negotiation, and vendor managementSupport ad-hoc projects and provide additional event sourcing or planning assistance during lower-volume periodsAct as a CEE ambassador, aligning venue sourcing decisions with IEEE strategic initiatives and core valuesQualificationsBachelor's degree or equivalent experienceWork Experience 2 – 5 years' similar event-related experience with a strong focus on venue sourcingSkills and RequirementsProven experience in venue sourcing, hotel site selection, and contract negotiation within corporate, association, or large-scale event environmentsStrong understanding of hotel categories, venue aesthetics, and event logistics across a variety of event typesPrior experience with RFP's and Cvent is preferredExcellent communication skills, with the ability to gather stakeholder requirements, articulate event needs, and collaborate effectively across teamsDemonstrated negotiation and contract management expertise, with a focus on cost optimization and value creationStrong project management skills, including the ability to manage multiple priorities in a fast-paced, deadline-driven environmentCreative problem-solving skills and sound judgment to address venue and logistical challengesKnowledge of best practices in venue sourcing and event logistics, with a commitment to continuous improvement and alignment with organizational goalsHigh attention to detail and accuracy in contract review, data entry, and analysisProficiency in Microsoft Excel and Word, with experience using tracking and reporting systemsAbility to work independently while contributing effectively within a collaborative, team-based environmentProfessional demeanor and positive attitude, with the ability to represent IEEE in a polished and professional mannerSalary Range: $37-$41/hrJob: AdministrationPrimary

Location:
United States-New Jersey-PiscatawaySchedule: Full-timeJob Type: Temporary