The overall purpose of this position is to provide a Best-in-Class quality of service to all clients supported by IEEE CEE's event management services team CEE-EMS through professional timely communication and meeting and event management. This position serves as subject matter expert on all aspects of event, meeting, and conference planning, and on IEEE policy and procedures as they apply to conferences, events, and the corporate meetings of the organization. The incumbent in this position advises on cost containment, best practices surrounding events, recommendations on venues, room set-up, equipment and other areas, to best serve the objectives of the event, enabling clients to focus on the content delivery, rather than the logistical/project management aspects of the event. He/She partners with the clients as the subject matter expert and project manager to facilitate the execution of IEEE conferences, events, and corporate meetings. They assist the IEEE Professional Core and Volunteers in process management to ensure efficient procedures and offer continual improvement to existing process for the optimization of operational excellence.
Event Planners are expected to have consistent communication with management on developments, problems, and status of projects; and support team members to establish a consistent level of quality, accuracy and compliance to departmental and industry standards. The role typically reports to the Event Director, CEE Event Management Services (CEE-EMS) and functions as an individual contributor.

Key Responsibilities

• Event Management – 85%• Concurrently serves as project lead and/or team member in support of multiple events ranging in size from 10 – 15,000+ attendees with budgeting of up to $1,000,000 or higher, as assigned. Events assigned may include complex events, international events and high-profile/first time clients within the CEE portfolio.• Serves as the Account/Portfolio Manager and primary point of contact between the clients and CEE-EMS. This position will provide customer support, technical support, strategic planning and optimization for the client account, as well as developing and maintaining a relationship with the clients.• Manages, organizes, and executes all logistical aspects of assigned events and projects, within budget plans and/or guidelines (F&B, Setup, AV, Exhibits, Special events, Companion programs, shipping, etc.)• Prepares time-lines, status reports, cost analysis, and other reports as requested• Event Sourcing, and vendor selection including research, analysis, recommendations and contract negotiation utilizing SMM tools• Works with venue staff and all vendors to ensure that event is executed seamlessly• Creates and manages tools to facilitate communication of the event in electronic format as well as print copy (website development, email alias, announcements, etc.)• Manages venue/supplier finances, including credit filing, and billing reconciliation• Manages multiple events simultaneously and accommodate the individual needs of committees, volunteers, IEEE professional core and other attendees as requested• Supports and facilitates Community Building efforts for assigned events• Manages, organizes, and executes all logistical aspects of exhibits management (prospectus development, booth assignment, vendor management, etc.)• Prioritizes the importance of both IEEE professional core and volunteer requests• Manages and schedules employees, vendors and other subcontractors• Provides onsite management for meetings, conferences, and/or other events
• Registration and Housing Management – 10%• Develops and maintains a working knowledge of registration database and other tools utilized in support of the business• Creates and maintains online (web-based) registration and housing forms; and attendee communications• Coordinates room block management• Reports ongoing registration statistics to clients
• Special projects/initiatives as assigned – 5%

• Bachelor's degree or equivalent experience Req

• 4-7 years Domestic and international professional event planning experience in the realm of conferences and meetings Req

• Certified Meeting Professional (CMP) designation; Willing to attain CMP designation with in the first two (2) years of employment Pref

• Moderate to heavy travel schedule domestic and international in support of the above
• Ability to work extended hours and weekends to meet event needs
• Must be technologically savvy, and display a willingness to seek out technology solutions to business challenges
• Proficiency working with an electronic sourcing tool a plus (Cvent, Starcite, etc.)
• Accomplished industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completion
• Advanced negotiation and contracting skills - ability to understand and interpret financial data
• Demonstrated strategic thinking related to assigned events for securing future business opportunities
• Account/Portfolio Management experience preferred
• Association event planning experience preferred, but not required
• Exhibit management experience preferred but not required
• Proven track record of managing large scale events, with attendance over 2,000 and multiple tracks occurring on a daily basis
• Experienced and adept in hotel/conference center policies, operations and procedures including knowledge of banquet service etiquette, menu-planning and wine-selection principles
• Exceptional project and time management skills with the ability to prioritize and oversee multiple events concurrently – skilled in multitasking
• Excellent listening, organizational, planning and time management skills
• Excellent interpersonal skills; Interacts heavily with diverse IEEE professional core/volunteers; requires diplomacy and tact to deal with all levels - must be sensitive to the differences and positions
• Dedication to detail and the ability to work under pressure in a deadline driven environment
• Flexibility and the ability to adapt to change in a dynamic environment
• Must be committed to working both independently and as a team player
• Ability to relate well with others, build relationships and constructively interact with a variety of employees, volunteers and vendors