Events Coordinator

Overview

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.