Executive Events Experience Specialist

About the role

The Executive Events Experience Specialist supports the planning and execution of both large- and small-scale customer events within SHI’s Executive Briefing Center (EBC) and Integration Centers. This role focuses on delivering exceptional customer experiences through proactive relationship management, agenda development, and seamless coordination of event logistics. The Specialist collaborates closely with the Executive Briefing Center team to ensure high-quality, well-executed events. This position reports to the Manager of Executive Events Experience and requires onsite presence at the SHI Somerset, NJ office a minimum of three days per week, with additional in-office time required during peak event periods.

Responsibilities

• Cook up logistics for all customer events, including travel, lodging, meeting locations, catering, reservations, offsite activities, transportation, guest arrival support, and speaker coordination.
• Arrange logistics for customer visits, including scheduling integration tours at SHI facilities such as the AI Labs, Data Center Factory, End User Integration Center, and Customer Integration Center.
• Collaborate cross-functionally to define and execute program goals in a structured manner.
• Negotiate and execute contracts with vendors including caterers, hotels, AV providers, transportation services, recreation venues, and promotional suppliers.
• Develop and manage project timelines, task lists, and planning cadences.
• Organize and lead recurring planning and task meetings for assigned projects.
• Ensure accuracy of event content and reporting.
• Partner with Marketing teams to plan and execute large, multi-tiered customer events, including Summits and Huddles.
• Create and manage event budgets and reconcile expenses with the Accounting Department.
• Engage with vendors, employees, customers, and partners throughout events.
• Collaborate with Partner Marketing to secure event funding.
• Work with AV teams to ensure all technical requirements are met.
• Anticipate and address customer needs during on-site meetings and events.
• Resolve issues in real time, communicate effectively with venues and teams, and maintain strong team collaboration.
• Develop event agendas and provide hands-on support during events, including travel coordination, catering execution, breakout sessions, transportation logistics, and attendee movement.
• Organize and lead recurring planning and task meetings for assigned projects.
• Maintain master tracking reports (expenses, attendees, presenters) and provide data for ROI analysis.
• Provide support across Executive Briefing Center functions as needed.
• Adjust work schedules to meet event and operational needs.
• Maintain business professional attire at all times.

Qualifications

• Completed Bachelor’s Degree or equivalent relevant work experience
• 2-3+ years of experience in event planning or catering in a corporate, hotel, conference center, or banquet environment
• 2-4 years of experience working with sales organizations and/or senior-level executives
• Proficiency with Microsoft Office tools including Outlook, Teams, SharePoint, Excel, PowerPoint, and Word
• Experience using Concur or travel carrier tools (e.g., JetBlue, United)
• Required to work onsite in Somerset, NJ at least three days per week, with additional in-office time as needed to support events
• Ability to travel up to 20% and support local offsite events as needed
• Flexibility to work outside standard business hours, including evenings, weekends, and accommodating last-minute schedule changes due to events or operational needs

Preferred Experience

• Working with CRM systems and event management platforms such as Cvent and ON24

Skills

• Strong leadership and project management skills with the ability to lead events from start to finish
• Excellent problem-solving, organizational, and time management skills
• Strong customer service orientation with a personable and professional demeanor
• Ability to demonstrate poise, tact, and diplomacy with internal and external stakeholders
• Excellent attention to detail and ability to prioritize while managing multiple deadlines
• Ability to adapt to changing priorities and handle unanticipated situations effectively
• Strong verbal and written communication skills
• Ability to work both independently and collaboratively in a fast-paced, team-based environment
• Ability to maintain professionalism under pressure
• Strong interpersonal skills with the ability to build and maintain effective working relationships
• Ability to manage sensitive information and maintain confidentiality
• Strong understanding of briefing center equipment

Behavioral Competencies

• Multi-Tasking
• Negotiation
• Collaboration
• Communication
• Organization
• Problem-Solving
• Time Management
• Leadership
• Adaptability
• Detail-Oriented

Compensation

The estimated annual pay range for this position is $50,000 - $65,000 which includes a base salary. The compensation for this position is dependent on job-related knowledge, skills, experience, and market location and, therefore, will vary from individual to individual. Benefits may include, but are not limited to, medical, vision, dental, 401K, and flexible spending.