Events Marketing Specialist

Events Marketing Specialist

Requirements

• Bachelor’s degree highly preferred.
• Minimum two (2) years of event experience, preferably in a professional services firm, corporate environment, or a Destination Management Company.
• Excellent initiative-taking, adaptability, and organizational skills to meet deadlines under tight timeframes.
• Collaborative style and customer-service mindset with the ability to interact professionally with a diverse group of people at all levels.
• Desire and ability to plan and execute events at the highest level.
• Executive presence. Comfortable working closely with senior executives and VIP guests.
• Excellent organization, time management, and problem-solving skills with the ability to prioritize tasks and adapt to changing circumstances while maintaining a high attention to detail.
• Familiarity with Cvent a plus, but not mandatory.
• Must be willing to travel within the U.S. and Internationally. (20%); Must have a passport.
• Excellent written and verbal communication skills in English.
• Ability to work full time in an office and remote environment; physically able to sit/stand at a computer and work in front of a computer screen for significant portions of the workday.
• MUST BE CURRENTLY AUTHORIZED TO WORK IN THE UNITED STATES. NO VISA OR IMMIGRATION SPONSORSHIP FOR THIS ROLE, NOW OR IN THE FUTURE.

Responsibilities

• Support the planning and execution of Firm events, including:
• Work with the Global Events Team and internal stakeholders to assist in developing and executing a wide variety of internal and client-facing networking and content-focused events.
• Support the coordination of event content and printed or digital materials with internal and external speakers.
• Collaborate with graphics department to develop invitations, presentation documents, signage, and other event materials, ensuring all content is brand compliant.
• Assist with venue research and sourcing. Assist with preparing RFPs. Collect and analyze RFP responses. Collate and summarize RFP responses for stakeholders’ review.
• Act as liaison on contract reviews with legal and procurement departments.
• Maintain payment calendar and process invoices.
• Assist with pre-event logistics such as liaising with vendors and venues, timely communicating any issues to the Events Team and monitoring resolution.
• Assist in the planning of food and beverage, room set-up, décor, entertainment, and audio/visual needs. Assist and monitor all the above on-site at events.
• Support meeting space allocation by creating and maintaining meeting space grid and assigning breakout rooms per meeting agenda and special requests.
• Assist with the day-of logistics. This includes working with external vendors and overseeing a wide variety of guest/participant activities.
• Prepare day-of event supplies including printing name badges, signage, and coordinating delivery to venue.
• Assist with housing allocations, deviations, and changes.
• Maintain invitation lists in the Firm’s CRM system. Provide timely attendance reports to Events Team and internal stakeholders.
• Assist with drafting and overseeing event invitation process.
• Assist with the communications schedule for large internal meetings.
• Respond to questions from invitees and guests.
• Manage and run webinars (Teams, Zoom) as needed.
• Assist with post-event wrap-up including reporting and/or documenting final budget and final attendance, as well as providing information for post-event attendee follow-up.
• Assist with developing and distributing post-event evaluation surveys. Analyze and summarize feedback.
• Consolidate and analyze post-event feedback from internal stakeholders and debriefing meetings; help identify best practices and recommend areas for improvement.
• Database management, including but not limited to, registration sites, CRM system, company intranet.
• Maintain comprehensive annual events calendar.
• Monitor activities against deadlines and budgets; proactively communicating issues, potential solutions, etc. to Events Team.
• Additional responsibilities as identified. This description is not designed to encompass a comprehensive listing of required activities, duties, or responsibilities.

Preferred Qualifications

• Familiarity with Cvent a plus, but not mandatory.