What are the responsibilities and job description for the Executive Events Specialist position at SHI International Corp.?
Job Summary
The Executive Events Specialist position will work with the events team on large and small events taking place within our Executive Briefing Center and Integration Centers. The Specialist will proactively work to develop, maintain, and foster client/partner relationships. The Specialists is highly skilled and will be focused on creation, negotiation, coordination, and planning logistics of hosted events while collaborating with the EBC team.
The Executive Events Specialist will report to the EBC Manager. This position is required to report to the SHI Somerset, NJ office location a minimum of 3 days a week as determined by SHI management.
About Us
Since 1989, SHI International Corp. has helped organizations change the world through technology. We’ve grown every year since, and today we’re proud to be a $14 billion global provider of IT solutions and services.
Over 17,000 organizations worldwide rely on SHI’s concierge approach to help them solve what’s next. But the heartbeat of SHI is our employees – all 6,000 of them. If you join our team, you’ll enjoy:
- Our commitment to diversity, as the largest minority- and woman-owned enterprise in the U.S.
- Continuous professional growth and leadership opportunities.
- Health, wellness, and financial benefits to offer peace of mind to you and your family.
- World-class facilities and the technology you need to thrive – in our offices or yours.
Responsibilities
Include, but not limited to:
- Arrange Logistics for all events, including Travel, Lodging, Meeting Location/s, Catering, and reservations, Offsite Activities, Transportation, Assisting with guest arrival, Speaker coordination
- Arrange logistics for all Customer Visits, including the scheduling of SHI Integration Tours at the AI Labs, Data Center Factory, End User Integration Center, and Customer Integration Center tours
- Collaborate across teams to map out program goals in an organized and structured manner
- Negotiate and execute contracts with caterers, hotels, sporting, recreation venues, AV, transportation and promo suppliers
- Create and manage project timelines and task lists
- Organize planning and task meetings on a scheduled cadence for assigned projects
- Ensure accuracy of content and managed reporting
- Collaborate with marketing teams in owning larger multi-tiered events for customers, Summits and Huddles, including start-to-finish planning and execution
- Create and track event budgets and reconcile financials with the Accounting Department
- Meet and greet with company vendors, employees, customers, and partners throughout events as needed
- Collaborate with Partner Marketing team to secure partner funding for events
- Collaborate with AV team to convey all event needs
- Anticipate and meet customer needs while meetings are being conducted on-site
- Solve issues, communicate needs to venue and team, and create synergy for events team
- Create Agenda and be hands on customer service at assigned Summit/Huddles including travel desk coordination, catering orders, breakout session, bus logistics or luggage storage at the EBC and moving attendees from venue to venue
- Oversee Master Tracking Report including but not limited to Expenses, Attendees, Presenters and provide data to Operations team for ROI review
- Fill in for other Executive Briefing Center job duties if team is short-staffed
- Adjust work schedule as needed to support event needs
- Expected to maintain a business professional attire
Qualifications
- Bachelor’s degree or equivalent work experience
- Minimum 2-year previous related experience with event planning and/or catering in corporate environment hotel, event conference center, banquet center
- 2 years’ Experience working with senior level executives
- Knowledge of Outlook, Teams, SharePoint, Excel, PowerPoint, Word
- Experience with Concur or other Carrier tools (ex: JetBlue, United)
Required Skills
- Leadership skills
- Ability to lead projects from start to finish
- Strong problem solving, organizational, and time management skills.
- Personable with strong customer service skills
- Ability to demonstrate poise, tact and diplomacy with all guests and teams
- Excellent organizational skills
- Ability to learn and have a working understanding briefing center equipment
- Ability to handle unanticipated changes and needs and provide resolution
- Strong attention to detail and the ability to establish priorities, work under pressure and meet deadlines
- Ability to handle sensitive private information and personal belongings of guests with respect and confidentiality
- Ability and willingness to work, both independently and as part of a team
- Time management, and prioritization skills
- Ability to work in a team environment that is fast moving and has simultaneous projects active
- Ability to maintain a high degree of professionalism in pressure situations
- Excellent verbal and written communication skills
- Ability to establish and maintain effective working relationships with those contacted during assignment
- Ability to own logistics for meetings
Unique Requirements
- Experience in working in CRM, Concur, Cvent and ON24 platforms are preferred
- Limited Travel for authorized events local offsite
- Working flexible hours if needed; last minute schedule changes (due to inclement weather or other circumstances)
Additional Information
- The estimated annual pay range for this position is $50,000 - $75,000 which includes a base salary and bonus. The compensation for this position is dependent on job-related knowledge, skills, experience, and market location and, therefore, will vary from individual to individual. Benefits may include, but are not limited to, medical, vision, dental, 401K, and flexible spending.
- Equal Employment Opportunity – M/F/Disability/Protected Veteran Status.
Salary : $50,000 - $75,000
