Event Planner II

About the role

This position is responsible for the logistics, planning, and execution of C-Level Communities programs, including Executive Summits and Inner Circle dinners. You will partner with community leaders, sponsors, venues, and internal stakeholders to create exceptional experiences for C-level executives while managing budgets, vendors, event technology, and onsite operations.

Responsibilities

• Lead planning and delivery of assigned Executive Summits and Inner Circle dinners with oversight of program logistics and registration.
• Facilitate communication and collaboration across event teams to ensure seamless delivery of world-class events.
• Plan the onsite attendee journey, including event branding and signage.
• Manage all on-site conference signage and branding.
• Coordinate communications as the primary point of contact for the on-site team to all suppliers, including the hotel/venue.
• Coordinate with AV partners to ensure requirements are communicated properly, floorplans are created, and AV sets are designed in line with branding guidelines.
• Manage invoices, purchase orders, and facilitate payment of event-related bills.
• Conduct financial management, including accurate and timely event budget forecasts, alert management about risks and deviations to plan, and post-event reconciliation.
• Serve as onsite lead for assigned events and manage issue resolution in real-time.
• Travel 4-5 times through December, planning up to 4 programs.

Requirements

• 4-6 years of event experience.
• Proficiency in the MS Office suite, including Word, Excel, and PowerPoint.
• Ability to learn at a rapid pace, connecting the dots between internal systems and program deliverables.
• Experience planning executive-level events, client events, or leadership meetings.
• Knowledge of hotel, travel, and meeting planning business, particularly in terms of normal service expectations.
• Expert understanding of event logistics and technical production.
• Strong venue and supplier management experience.
• Demonstrated budget management and forecasting experience.
• Proven ability to manage multiple concurrent events in a fast-paced environment.

Skills

• Excellent project management and organizational skills.
• Strong customer service mindset and executive presence.
• Proven success working in a collaborative environment.
• Maintain composure in a fast-paced environment.
• Ability to work as part of a team but also work on events individually.