What are the responsibilities and job description for the Event Planner position at Interstate Batteries?
Our mission is to be a trusted workplace for team members to be their whole selves at work. A company that people love and positively impacts the lives of all whom we touch.
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At Interstate Batteries, you have the chance to be excellent at work and excellent at life. We know that professional success depends on personal wellbeing. That's why we want to enrich your life with the tools and services you need to succeed in every area of your life. Join us!
Purpose of Job:
Plan and execute the most cost effective and valuable meetings and events that successfully meet the needs of Interstate Batteries Business Units, employees and distributors. Collaborate, communicate and interact with stakeholders and customers including all levels of corporate management, internal colleagues and distributors to maximize the event execution and effectiveness. Effectively manage and provide timely reporting of program budgets to leverage program and corporate objectives. Assist Travel & Events Manager & Sponsorship Manager on programs as needed.
Job Components:
Manage the design, development, and execution of internal corporate events, meetings and sponsorship events as assigned – 40%
- Contribute to company growth through the creation and management of event programs that are used in corporate meetings, sales incentives and promotions
- Execute and manage all program elements including registration planning, hotel planning, authoring communications, managing transportation (air/ground), audio/visual production, product/brand provisioning, etc.
- Analyze results, consider desired outcome and implement program structure changes as needed.
Manage program budgets and financial processes for assigned events – 25%
- Responsible for creating budget forecasts and managing events within assigned budget scope maintaining accountability for al expenditures relating to events assigned.
Manage stakeholder relationships and expectations for assigned events – 15%
- Manage stakeholder relationships and expectations by presenting program proposals and recommendations in support of event objectives to marketing and other stakeholders as needed.
- Collaborate with all levels of stakeholders to assess program effectiveness, content and potential program and objective changes.
Effectively manage supplier relationships – 10%
- Develop and manage key supplier partnerships to benefit Interstate Batteries. Work aggressively with our suppliers to provide quality services that will enhance the execution of assigned events/programs.
- Responsible for evaluating and negotiating contracts and agreements with hotels, venues, ground transportation and merchandise suppliers to benefit Interstate Batteries for assigned events.
- Serve as IB’s liaison to hotels, convention bureaus, airlines and service providers to the meeting planning industry staying within the guidelines of IB’s mission statements and philosophies.
Special Projects – 10%
- Assume leadership role on special projects as assigned by Travel & Events manager and Sponsorship manager.
Qualifications:
- BA/BS degree required or equivalent experience in Hospitality Management or Event Planning
- 5 years of incentive/meeting industry experience required (corporate preferred)
- Ability and desire to service customers and stakeholders by using keen listening, probing, acknowledging and informing skills.
- Excellent written and verbal communication skills, including ability to capture details and communicate accurately and completely, verbally or in writing.
- Ability to multitask while maintaining high degrees of attention to detail, accuracy and poise under pressure.
- Demonstrate organizational skills.
- Accountable for managing and implementing budgets.
- Travel will be required – approximately 25% of the time.
- Advanced computer skills – Windows, MS Access, Word, Excel, PowerPoint, CVENT, Outlook.
Scope Data:
- Manage and research related to selecting meeting and event venues, arranging food and beverage, ordering supplies, securing equipment and signage, appropriate décor and ensuring that all meet the meeting objectives and the brand standards.
- Create and revise room layouts.
- Propose new ideas to improve the event planning and implementation process.
- Serve as liaison with vendors on event-related matters.
- Assist with managing on-site production and clean up for events as necessary.
- Prepare nametags, materials, notebooks, packages, gift bags, registration lies, seating cards, etc.
- Close out all events as required.
- Prepare and manage event budgets and provide periodic progress reports to Travel and Events manager and Sponsorship manager for each event project assigned, as well as assisting sr. events and sponsorships manager with monthly budget reporting, as well as other special projects.
- Keep track of event finances including check requests, invoicing, and reporting.
- Coordinate appointments and scheduling of events on the calendar.
- Help to document activities prior to and during the events for internal and external communications.
Work Environment:
- Ability to sustain posture in a seated position for prolonged periods of time.
- Regularly required to use hands to grasp or handle, talk and hear, stand and walk.
- Specific vision abilities include close vision, depth perception and ability to adjust focus.
- Ability to occasionally lift and/or move 20 lbs.
- Office environment
- Prolonged use of personal computer & telephone.
Note: We do not accept resumes from headhunters, placement agencies, or other suppliers that have not signed a formal agreement with us.
Interstate Batteries provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sex, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Interstate Batteries complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Interstate Batteries expressly prohibits unlawful discrimination on the basis of age, race, color, religion, creed, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sexual orientation, medical condition, genetic information, national origin, ancestry, disability (mental and physical), marital status, military status, veteran status, citizenship or any other characteristic protected under applicable local, state or federal law.
