Event Specialist, Conference Services
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Job Description
Event Specialist managing large-scale conferences and meetings for clients. Overseeing registration, logistics, and technology to ensure seamless attendee experiences.
Responsibilities:
- Support the planning and execution of new and recurring client Conferences.
- Manage assigned Conference components such as Exhibitor Support, registration, and business meetings.
- Develop and maintain detailed timelines, task lists, and operational documentation.
- Coordinate with internal teams and client stakeholders to ensure alignment on deliverables and milestones.
- Provide onsite support by traveling to event destinations for multiple nights, as required.
- Support Conference registration systems, including setup, testing, reporting, and onsite troubleshooting.
- Basic knowledge of event budgeting and ability to identify risk and opportunity to client’s budget and CTM M & E business forecast.
- Maintain accurate and current CRM data and reporting for senior management.
- Assist with post-event reporting, evaluations, and data reconciliation.
- Serve as the primary lead for one-on-one Business Meetings technology for Conference Services clients.
- Act as the go-to resource for internal teams, clients, and end users regarding platform functionality.
- Maintain strong working relationships with clients, colleagues, and vendors.
- Support approved upsell opportunities by presenting supervisor-approved pricing to clients.
- Provide regular status updates to the Conference Services Team and clients on milestones, registration, and budgets.
- Contribute ideas to improve processes, efficiencies, and business outcomes.
- Participate in post-event debriefs and provide recommendations for future improvements.
- Stay current on event technology and industry solutions by attending virtual or in-person education opportunities when available.
- Perform other duties as assigned.
Requirements:
- Bachelor’s Degree with emphasis in Event Management is preferred.
- Additional experience may substitute.
- Three to five years of experience that includes M&E and Conference knowledge.
- One to three years of experience in event operations, registration systems, and Excel, with the ability to learn new technologies quickly.
- Strong organizational and project management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Client-focused, consultative approach with attention to innovation and return on investment.
- Consultative services approach with the ability to maintain a focus on personalized service, innovation, and return on investment.
- Strategic robust thinker with good analytical and planning skills.
- Demonstrate strong commercial and business acumen to build respect quickly within the M&E and CTM teams and the corporate travel and meeting management industry.
- Self-starter with a proactive innovative approach to sales opportunities and processes.
- Strong vendor negotiator and influencer with good judgment and decision-making skills.
- Knowledge of contracting, negotiating and change management.
- Good presentation skills.
Benefits:
- Company Paid Basic Life & AD&D Insurance
- Company Paid Short-Term Disability
- Voluntary Long-Term Disability Insurance
- Robust Wellness Program with incentives available to save money on your medical insurance premiums.
- Supplemental Life; Accident; Cancer; Critical Illness; Identity Theft Protection and Legal Coverage
- Three medical plan offerings including a High Deductible Health Plan, HMO plan (available in select states) and a Co-Pay medical plan.
- Health Savings Account (HSA) with company core contribution and match, on a per pay period basis if enrolled in the HDHP medical plan.
- Flexible Spending Accounts
- Dependent Care Savings Account.
- Dental Insurance Plan
- Vision Insurance Plan
- 9 Company Paid Holidays including the day after Thanksgiving.
- Generous paid time off programs for vacation and sick days
- Employee Assistance Plan with access to Talk Space Therapy
- Family Medical Leave
- Paid Parental Leave (4 weeks)
- Maternity benefits utilizing company paid STD, plus Parental Leave (4 weeks) to provide time for recovery, baby bonding, and enjoying your family time.
- Bereavement Leave
- 401(k) Retirement Plan with a generous match per pay period
- Student Loan Payment Match
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