Senior Event Planning Analyst

Company :

Job Description : 

JOB SUMMARY

This job is responsible for developing and providing event support.  It provides input regarding the design of marketing or event material as well as manages promotional or event inventory.  Partners to create and execute new events and research trade associates for membership/sponsorship and partnering opportunities.  Responsible for all aspects of planning, executing, and recapping on site and off site meetings and/or special event functions for the corporation and affiliated companies.  The incumbent is the key interface with both internal and external clients, contracted vendors, and support personnel involved with the planning of a variety of  meeting types and sizes including sales meetings, training seminars, board meetings, board retreats, and corporate sponsored conferences.  Accountable for evaluation, selection, and recommendation of meeting sites based on program objectives; budgets; accessibility; service quality; and time frame constraints. Other accountabilities also include but are not limited to negotiations, evaluations, execution of contracts, internal client consultations, budget preparation and management, re-sourcing/re-utilization of cancelled space or attrition, coordination of all travel logistics (airfare, car rentals, transportation shuttles, driver service), negotiation and development of all specifications for venue space, food and beverage menus, technology support, security needs, rooming lists, and AV requirements.  Manages risk and liability concerns and ensures that appropriate levels of insurance are in effect. Conducts post-event recap analysis, handles all close out procedures, and reconciles all reimbursements.

ESSENTIAL RESPONSIBILITIES

• Client Consultations:  Establish event parameters including event objectives, budgets, meeting itinerary, attendee lists/counts, catering needs, travel and/or overnight stays, audio visual set-ups, production of related promotional collateral, and any additional event requirements.  Provide comprehensive listing of site selections and budget proposals for client review/approval.  Establish mutually agreed upon scheduling deadlines, address all event logistics, negotiate contracts, provide client with planning updates, and act as on site consultant troubleshooting and resolving any unanticipated complications.  Conduct post-event recap, reconcile expenditures, secure customer evaluation, and incorporate feedback into shared database for future planning needs
• Site Inspections/ Selections:  Evaluate, select, and recommend meeting sites based upon pre-established client and corporate criteria.  Site inspections and/or prior knowledge of properties (hotels, resorts, conference centers, community centers, etc.) is critical to ensure that the venue provides a quality atmosphere and the on site amenities needed for participants to optimize business objectives without external distractions. 
• Research, Analysis & Planning: Maintain a current and comprehensive working knowledge of procedures related to hotel/resort operations; food and beverage services; travel and transportation arrangements, and audiovisual set-ups and strikes.  Establish meeting protocols, create databases of information, and develop methodologies (electronic forms, confirmations, planning templates, evaluations etc.) to allow for an expedient and efficient planning process.  Conceive strategy, research compatible options/locations and availabilities, negotiate terms, and manage/oversee all details related to successful execution of the event.  Calculate overnight accommodations to ensure that accurate room blocks and requirements are met.  Conduct pre-con meetings with venue and staff, authorize and approve budgetary items directly with property on every aspect of the event, and establish accountabilities for event execution.  Develop and maintain Access database detailing venue and customer profile information. 
• Contract Negotiations:  Develop all specifications for venue space, food and beverage menus, technology support, security needs, rooming lists, and AV requirements ensuring that contract agreements reflect usage patterns, pre-established corporate terms/rates, and forecasted expenditures for both venues and contracted suppliers. Negotiate contract agreements and partner with legal and risk management to ensure that contract language reflects the best interest of the corporation.  Ensure that appropriate tax exemptions are applied, attrition rates are pre-established, and that force major and cancellation clauses are incorporated.  Manage risk and liability concerns and ensure that appropriate levels of insurance are in effect.  Establish direct billing status, execute contracts and manage event staging to ensure that terms are fulfilled as specified.  Negotiate with venues for re-sourcing/re-utilization of cancelled space or attrition
• Account Reconciliation:  Review and audit all client reimbursements, vendor billings and check requests.  Ensure that expenses correspond with budgeted amounts and accurately reflect negotiated contract terms.  Process any required corrections, assign to designated cost centers, and obtain appropriate sign-offs and approvals as per corporate policies and procedures.  Employ established audit controls to ensure compliance with Sarbanes Oxley Act. 
• Collateral Design:  Provide multi-media boards and signage for visual display at meetings.  Fulfill graphic image requests.        Ensure brand compliance on all visual elements.  Work with various affiliates to acquire product images, photography, and graphics for presentations.  Coordinate delivery of images/videos to AV technicians to be imported or digitized into    presentations.  Manage the design of event invitations, programs, handouts, and any related collateral
• Other duties as assigned or requested.

QUALIFICATIONS:

Minimum

• High School degree or equivalent
• 5-10 years of relevant, progressive experience in the area of specialization

Preferred

• Bachelor’s Degree in Hospitality Management and/or Marketing / Communications

Language (Other than English):

None

Travel Requirement:

0% - 25%

PHYSICAL, MENTAL DEMANDS and WORKING CONDITIONS

Position Type

Office-based

Teaches / trains others regularly

Occasionally

Travel regularly from the office to various work sites or from site-to-site

Rarely

Works primarily out-of-the office selling products/services (sales employees)

Never

Physical work site required

Yes

Lifting: up to 10 pounds

Constantly

Lifting: 10 to 25 pounds

Occasionally

Lifting: 25 to 50 pounds

Rarely

Disclaimer: The job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this job title. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

Compliance Requirement : This job adheres to the ethical and legal standards and behavioral expectations as set forth in the code of business conduct and company policies.

As a component of job responsibilities, employees may have access to covered information, cardholder data, or other confidential customer information that must be protected at all times.  In connection with this, all employees must comply with both the Health Insurance Portability Accountability Act of 1996 (HIPAA) as described in the Notice of Privacy Practices and Privacy Policies and Procedures as well as all data security guidelines established within the Company’s Handbook of Privacy Policies and Practices and Information Security Policy. 

Furthermore, it is every employee’s responsibility to comply with the company’s Code of Business Conduct. This includes but is not limited to adherence to applicable federal and state laws, rules, and regulations as well as company policies and training requirements.

Highmark Health and its affiliates prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, age, religion, sex, national origin, sexual orientation/gender identity or any other category protected by applicable federal, state or local law. Highmark Health and its affiliates take affirmative action to employ and advance in employment individuals without regard to race, color, age, religion, sex, national origin, sexual orientation/gender identity, protected veteran status or disability. 

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