Meetings and Events Specialist

Job Overview:

The Meetings and Events Specialist will play a key role in supporting leadership within the Business Consulting, Business Development, and Executive teams, reporting directly to the Chief Operating Officer. This position requires a highly motivated, detail-oriented individual who excels in meeting deadlines, managing multiple priorities, and maintaining a professional demeanor throughout the event planning process. The ideal candidate will drive the successful planning, production, and execution of in-person, hybrid, and virtual events that deliver measurable value and align with the company’s strategic objectives. This role collaborates across multiple departments to ensure seamless execution and optimal return on investment.

Duties and Responsibilities:

• Event Planning and Management:
  • Plan, coordinate, and execute events, including conferences, executive meetings, client workshops, and team-building activities.
  • Develop detailed project plans and timelines to ensure all aspects of the event are delivered on time and within budget.
  • Understand how to leverage available resources internally and externally to successfully plan and execute events.
• Stakeholder and Attendee Collaboration:
  • Partner with Business Development, Business Consulting, and Executive teams to understand event goals and tailor experiences to meet those objectives.
  • Serve as the primary point of contact for internal teams, vendors, and external stakeholders during event execution.
  • Collaborate with internal teams to identify meeting and event attendees, manage the invitation process, track RSVPs, and coordinate pre-event and post-event communications to enhance engagement and maximize participation.
• Budget Management:
  • Prepare and monitor event budgets, tracking expenses and reconciling invoices to ensure cost-efficiency.
  • Monitor sponsor revenue and ensure it is allocated and utilized effectively to support event goals
  • Gather all necessary information to complete and submit F151 forms for reimbursement, as applicable, and follow up to ensure timely receipt of funds.
• Vendor and Logistics Coordination:
  • Source and manage relationships with venues, caterers, A/V providers, and other vendors.
  • Negotiate contracts and oversee vendor performance to ensure service excellence.
• On-Site and Virtual Event Support:
  • Oversee on-site logistics (as applicable), ensuring smooth execution during events.
  • Manage virtual event platforms and troubleshoot technical issues as needed for hybrid and virtual events.
• Marketing and Communication:
  • Collaborate with marketing teams to create promotional materials, invitations, and post-event communications.
  • Develop event agendas and assist in crafting messaging that aligns with company branding.
• Performance Measurement:
  • Conduct post-event evaluations to assess outcomes and identify opportunities for improvement.
  • Compile reports and provide insights to stakeholders on the success and ROI of events.

Who are we looking for?

We want strong collaborators who can deliver a world-class client experience. We are looking for people who thrive in a fast-paced environment, are client-focused, team oriented, and are able to execute in a way that encourages creativity and continuous improvement.

Qualifications:

• Bachelor's degree required
• 3 - 5 years of experience working in a corporate environment required, ideally in a events coordination, planning function, or hospitality
• Ability to maintain a prominent level of professionalism and customer service
• Extremely proactive, precise, detail-oriented, and possess strong organization skills
• Excellent attention to detail is required, comfortable in a fast-paced environment
• A sincere desire to satisfy the needs of others, ability to meet deadlines, and multi-task in a fast-paced environment
• Ability to work independently, which requires time management skills, self-reliance, and a strong work ethic
• Effective in interacting with senior management and all levels of staff
• Demonstrated strong and effective in-person client relationship skills, engaging with advisors and institution executives to facilitate and support successful event experiences
• Positive, supportive, and resourceful attitude, navigating roadblocks and providing thoughtful solutions
• Takes pride in an excellent job done
• Superior communication skills, both in person and over the phone, as well as written
• Ability to work extended hours and/or weekends, as necessary
• Ability to travel up to 25% of the time
• Proficient in all Microsoft Office applications (Outlook, Excel, Word, PowerPoint)