Senior Specialist, Event Logistics

Work Environment

Hybrid Position (3 Days In-Office, 2 Days Remote):

• This position follows a hybrid work schedule, requiring in-office presence [three days per week] and remote work [two days per week]. Core work hours will be designated by the department. The office environment includes a standard workstation setup with collaborative spaces, while remote work requires a reliable high-speed internet connection and a suitable home workspace. Employees must maintain availability during standard business hours and adhere to company policies for both in-office and remote work.

Tuesday–Thursday in office, Monday and Friday remote. Standard business hours with core availability between 8:00–9:00 a.m. and 5:00–6:00 p.m.

Travel: 20 – 30%

Responsibilities

Event Management & Logistics

• Leads venue management and space allocation planning for convention center and hotel-based conferences.
• Supports management of conference housing contracts and block planning. Analyzes weekly/monthly/program reports including housing block pick up and concession tracking.
• Leads food and beverage planning for attendee and vendor meals as well as supports planning of special events.
• Leads creation of Banquet Event Orders, Audio Visual Event Orders, Wi-Fi, electrical, and program specs.
• Supports planning and training of temporary staff, contractors, and conference volunteers. Manages other vendors as assigned.
• Manages special audiences including VIP experiences, seating, and more.
• Supports transportation and health and safety efforts.
• Leads creation of project timelines and manages deadlines.
• Coordinates site visits and leads cross-functional team planning meetings.

Budget & Contract Management

• Collaborates on fiscal year planning.
• Tracks expenses for assigned event projects. Reconciles invoices.
• Analyzes and makes recommendations of vendor and venue proposals to RFP bids. Supports bid process as needed.
• Reviews contracted services and suggests contract changes and addendums as necessary.
• Liaises with Accounting and Legal teams as needed on contracted scopes of work, master services agreements, addendums, and more.

Relationship Building & Other Duties

• Builds relationships with internal and external partners, vendors, and venues through fierce collaboration skills.
• Represents SHRM’s guiding principles in all interactions. Manages other duties as assigned.

Requirements

Education:

• Bachelor’s degree in Business, Hospitality, Events, Marketing, Communications, or a related field, or equivalent relevant experience.

Experience:

• 5+ years of progressively complex experience in a similar work environment and role, preferably with medium to large brand(s) or organizations, specifically in event and meeting planning, with a focus on large-scale conferences and meetings. Marketing/PR/event agency experience preferred.
• Expertise with corporate and/or city-wide conferences and expositions of at least 5,000 people.
• Clear demonstration of successful project management for both live and virtual events/ conferences, budget development and management, relationship management with vendors and partners, conference housing management, as well as vendor and VIP management.
• Strong project management skills with the ability to multitask and manage complexity.

Knowledge, Skills & Abilities

• Strong financial data, project management, customer service, collaboration, and time management skills
• Consistent attention to detail, organization, prioritization, and analytic skills with an ability to multi-task and manage complex projects
• Leadership ability with experience working in and leading a cross-functional team
• Ability to forge strong relationships with internal and external stakeholders at all levels
• Self-starter attitude with the ability to work collaboratively across the entire SHRM organization, with an inclination to achieve the “best possible” result for members and customers
• Excellent communication skills, including public speaking expertise and effective written communication abilities
• Good judgment skills and adherence to deadlines
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook
• Avid consumer of event trends with an ability to see how SHRM can innovate our offerings
• Strategic and critical thinking skills

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, handling documents, and using office equipment.
• Occasional standing, walking, bending, and reaching.
• Ability to lift and carry up to 30 pounds as needed.
• Clear verbal and written communication skills for effective interaction with colleagues and stakeholders.