Event Planning Specialist

About the role

The Trade Show & Event Planning Specialist serves in a support role to senior Event and Attendee Managers, assisting primarily with the execution of company-hosted internal events and external client-facing events, and secondarily supporting trade shows. This role focuses on operational coordination, administrative execution, and logistical support to ensure events are delivered efficiently and in alignment with company standards.

Responsibilities

• Support senior Event Managers in the planning and execution of company-hosted internal events and external client-facing events; provide additional support for trade shows as needed.
• Serve as lead planner for smaller Tier 3 events, managing logistics from planning through on-site execution.
• Aid in researching and sourcing event venues, vendors, gifting, branding, etc.; develop summaries and presentation materials for internal review.
• Cook up administrative event functions including vendor onboarding, contract processing, and payment tracking in accordance with internal policies and timelines.
• Coordinate administrative event functions including vendor onboarding, contract processing, and payment tracking in accordance with internal policies and timelines.
• Support registration setup, attendee communications, and on-site registration using event management platforms.
• Review and cross-check attendee manifests, registration data, and hotel rooming lists for accuracy and completeness.
• Cook up event logistics such as transportation, shipping, setup, tear-down, and on-site operations; travel onsite for events as required.
• Support Event Managers and Attendee Managers across all event phases, providing flexible and general event support as needed.
• Aid in budget tracking and reporting, identifying discrepancies or issues for escalation to senior team members.
• Collect and organize post-event feedback and assist with reporting and evaluations.
• Facilitate communication among internal teams, vendors, and event partners to support seamless execution.

Qualifications

• Experience: minimum of 5 years of experience in event planning, event operations, or event coordination roles.
• Event & Registration Tools: Proficiency with event management, registration, and budgeting tools, with a strong emphasis on Cvent.
• Event Operations Support: Understanding of operational workflows supporting internal events, external client-facing events, and trade shows, including contracts, payments, vendor coordination, and on-site logistics.
• Project Coordination: Ability to manage multiple support tasks, timelines, and priorities simultaneously.
• Vendor Coordination: Experience working with vendors and internal teams to support contracting and payment processes.
• Attention to Detail: Strong accuracy when managing registration data, attendee lists, rooming lists, and financial documentation.
• Communication: Clear written and verbal communication skills, including the ability to create internal decks and provide status updates to stakeholders.
• Budget Awareness: Basic experience supporting event budget tracking and reconciliation.
• Adaptability: Ability to respond effectively to changing priorities and on-site needs in a fast-paced event environment.
• Certification: CMP (Certified Meeting Professional) certification is nice to have but not required.
• Travel: Willingness and ability to travel approximately 50% of the time to support on-site event execution.

Pay

$57,400.00 - $98,350.00 USD

Schedule

Full-time position with regular travel required (approximately 50%).