Oversees the planning, execution and oversight of PowerPlan’s conferences, industry events and trade shows to deliver high-quality attendee experiences. The position works across departments and with vendors to provide operational oversite and project management, leading and coordinating high-volume, small to large-scale events. This role will facilitate all aspects of meeting planning – managing multiple projects, logistics, negotiating contracts, maintaining budgets, venue RFPs, site selection/visits, Cvent event registration, marketing, housing management, onsite staffing, and detailed post-event reports. Exceptional project management skills, strategic thinking, and strong communication abilities are essential for success in this dynamic, fast-paced role.
Responsibilities Develop, execute and maintain corporate event strategies and master event list calendar and budget, drafting individual event strategy, objectives, and plan. Act as project manager all events and conferences, creating and managing production timelines and leading launch and status calls with clients and partners. Research potential meeting sites, site visits and RFP’s, coordinate, analyze/consolidate bids, produce RFP presentations for key stakeholders.Responsible for the negotiation, review and execution of contracts.Manage event budget, tracking event spending, invoices, payment schedules and cost savings reports; hold regular forecast meetings with the Finance department.Use Cvent software for registration site build, uploading hotel rooming lists, attendee management/reporting, and cleansing data sets to identify any inaccuracies. Manage vendor and key stakeholder relationships, internal and external communications, special events, sponsor relations, keynote speakers, multi-session timelines, promo items, shipping arrangements, and budgets. Work with outside event management to successfully execute events, holding regular logistics meetings to include travel, event spec reviews, and detailed set-up requirements, frequently communicating these requirements to key stakeholders, venues and vendors.Coordinate content, graphic development, and production of all program collateral and materials with Marketing team to include pre-and post-event emails, agenda, conference guide, program of events, signage, videos, social media campaigns, advertisements, press releases, etc.Order supplies and oversee packing/shipping of event materials in conjunction with LTL carrier and event locale shipping coordinator.Accurately review and approve BEO’s, flow sheets, and orders with venues and vendors. Lead cross-functional project teams, assigning tasks and ensuring alignment with project goals. Develop and maintain detailed project briefs and timelines, coordinating assignments within the marketing team in collaboration with stakeholders.Manage staffing lists schedules and assignment of on-site duties.Oversee event process and be onsite from the first day of set up through the final day of tear down.Proactively identify opportunities for process improvement and implement best practices.Provide post-event metrics reports, event debriefings, and final reconciliation of budgets. Qualifications Computer skills: Microsoft Office (Word, PowerPoint, Excel) Marketing tools: Cvent (required), Salesforce, Survey Monkey, Monday.com (preferred) Experience leading in-person and virtual events including run of show, innovative sponsorships, audience acquisition strategy, content, booth design, speaking opportunities, breakout strategy, post-event analysis, and more.Strong ability to manage projects, multi-task, problem solve and meet deadlines.Exceptional attention to detail, multi-tasking and time management. Strong writing/verbal communications, strategic and creative thinker. Outstanding interpersonal skills. Collaborative, team player who builds productive and efficient working relationships. At events, ability to work nights and weekends for successful execution. Ability to travel 20% of the time.Ability to lift up to 50 lbs. Options Apply for this job onlineApplyShareEmail this job to a friendRefer Sorry the Share function is not working properly at this moment. Please refresh the page and try again later. Share on your newsfeed Application FAQs