Associate Director, Events

Responsibilities

• Full life-cycle planning and execution of assigned mid-sized North America meetings and events
• Flexibility to manage smaller portions or projects within a larger marquee event
• Coordinate and execute pre-planning, on-site and post-event logistics
• Oversee the guest invitation and registration process
• Manage hotel room blocks
• Upkeep of attendee data and other relevant list management
• Meeting space coordination of food & beverage, room layouts, seating assignments, name tags, décor and A/V as needed
• Ground transportation arrangements for guests through local vendor or ride share platforms
• Assist with reconciliation of post-event finances, recaps, surveys and analytical presentations
• Source, negotiate and manage relationships with vendors, venues and service providers to secure the best options for each event
• Provide on-site event support, including but not limited to overseeing setup, managing staff and troubleshooting any challenges during the event
• Work with internal groups and external vendors to produce necessary creative and production elements
• Create and distribute event materials, such as invitations, agendas, name tags, and signage
• Able to adhere to forecasted budget, manage and balance assigned budget per event, ensuring cost efficiency and adherence to company financial guidelines
• Possess a solid understanding of event technology systems; i.e. Event Registration (Swoogo)
• Oversee event registration processes, including managing attendee lists, creating registration platforms and handling inquiries
• Create and maintain content for event-specific mobile apps, partnering with the registration team member to build the app, and independently managing all content updates within the platform
• Perform administrative duties as needed including, but not limited to: meeting notes and recaps, master event calendar upkeep, event shipping and receiving, storage organization and inventorying, vendor onboarding and payment processing.

Qualifications

• Bachelor’s degree required
• Preferred 6+ years of experience in a hospitality or event planning role
• Able to manage the full life cycle of assigned events with limited assistance and supervision on most logistics
• Proficiency with Microsoft Word, Excel, PowerPoint, Adobe and Outlook
• Excellent oral and written communication skills
• Strong project management skills with the ability to manage multiple projects simultaneously
• Analytical skills with a high degree of attention to detail
• Able to perform in high stress environments
• Capable of prioritizing projects and taking initiative when necessary
• Able to foster a collaborative working environment and build trust with others
• Resourceful, continuously helping the team adapt to the latest technology and collaboration tools
• Able to take ownership and responsibility for tasks and see them through with a high-performance mindset
• Able to travel 30%; Nights, weekends and extended work hours as needed