What are the responsibilities and job description for the Conference and Events Specialist position at Freeman Company?
About Us
Freeman is the global leader in events. Whether virtual, in-person, or hybrid, we are on a mission to redefine live for a new era. With a data-driven approach and the world's largest network of experts, our insights are shaping exhibitions, exhibits, and events that drive audiences to action. Our integrated full-service solutions leverage a 100-year legacy in event management as well as new technologies to deliver moments that matter.
Summary
The Conferences & Events Specialist works closely with project teams to implement and execute strategic and tactical fulfillment of global virtual experiences and live events. This position executes assigned project tasks independently and will have latitude to solve complex project issues and present solutions to the internal team. This position proactively manages program elements, and regularly communicates with clients, project team members (e.g., Account Directors, Finance, Project Leads, etc.), other Freeman divisions, vendors and venue contacts.
Essential Duties & Responsibilities
- Contributes to all aspects of virtual and live event experiences including the planning and execution of client events, trade shows, special and ancillary events and experiential activations.
- Works with cross-functional project teams on planning, execution and post event reporting and presentations for sold projects.
- Project scope responsibilities may include: support for the management of project resources, compiling detailed event project plans, workflows and timelines for each event, creation and distribution of team call agendas and notes, documentation of project areas, onsite/virtual staffing management, signage and graphics development, décor, food & beverage, registration, housing, security, and transportation.
- Supports Program Lead in the on-boarding process of Contingent Talent, vendor set-up, PO creation, invoice processing/follow-up and final project reconciliation.
- Supports project lead in managing the financial reporting by ensuring all data meets company compliance criteria and profit margins goals; reconcile invoices and final cost reporting and capture of cost savings.
- Schedules necessary project team meetings or sub-meetings, develops and distributes the meeting agenda, facilitates, and reports out on notes and actionable items.
- Supports third-party invoice/expense tracking and final reconciliation. Develops and tracks project schedules, agendas and show flows as needed.
- Maintains and updates all workstream applications including Box folders.
- Assists in managing all logistics for live and virtual event preparation and execution including the shipping of event supplies, product and collateral to and from event locations.
- Creates post-event debriefs and propose opportunities for change and improvement to stakeholders. Oversees departmental processes, while being proactive and effective in this area.
- Performs other duties as assigned and maintains consistent and thorough communication with all parties involved.
Education & Experience
- Bachelor's degree or equivalent combination of education and experience. A minimum of 2 years of experience in the event space.
- Experience in managing vendors, people, equipment, and timelines.
- Ability to quickly recognize or anticipate problem areas and quickly develop solutions. Flexible, self-motivated, energetic, and uses time productively and efficiently.
- Strong and proficient skills with Microsoft Office tools such as Excel, Word, and PowerPoint. Motivated to learn digital platforms for virtual events.
- Exhibits an outgoing, upbeat personality, enjoys working as part of a team, and is efficient, considerate, and organized, with a keen eye for details.
- A strong attention to excellent customer service with proven written and verbal communication skills is preferred.
Travel Requirements
Travel up to 25%
Diversity Commitment
At Freeman, our commitment to diversity and inclusion is helping us to create not only a great place to work, but also an environment where our employees, our customers and our communities around the world can reach their goals and connect with each other. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other characteristic protected by federal, state or local laws.
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