External Events Specialist

Position:             External Events Specialist

Reports to:        Vice President of Communications & Community Relations

Position Summary: The External Events Specialist plays a key role in creating and delivering exceptional, high-impact events that bring together Chamber members and business leaders. This role oversees the planning, coordination, and execution of 25 external events, managing everything from venue selection and logistics to budgets, ticketing, and program flow. This is a fast-paced, hands-on position where creativity, problem-solving, and attention to detail are essential. Collaboration is key in this role, requiring close coordination with internal teams, vendors, and stakeholders to ensure seamless event execution. The ideal candidate is a proactive planner who thrives in a dynamic environment, enjoys bringing ideas to life, and can adapt to varied schedules, including early mornings and occasional evenings. The External Events Specialist must consistently uphold a professional, positive, and composed demeanor, exercising sound judgement and discretion while fostering a collaborative and productive work environment.

General functions:

·        Oversee the planning and execution of 25 external events annually.

·        Create experiences that engage and inspire Chamber members and business leaders.

·        Uphold the organization’s mission and vision with every event.

·        Ensure events run smoothly, managing all logistics including venue selection, contracts, timelines, and budgets.

·        Be a problem-solver on event day, ensuring seamless execution and adapting to last-minute changes with confidence.

·        Collaborate across teams to integrate sponsorships, registrations, catering, A/V, and event materials, as needed.

·        Develop a complete understanding of the requirements for every event.

·        Book venues, schedule guests, draft and finalize contracts, and lock down day-of logistics.

·        Develop content for event materials and work with graphic designers to produce.

·        Work with team members as needed across all functions of an event (ex: registration, setup, catering, audio/visual).

·        Manage day-to-day administration of events and programs, including order placements, BEO reviews, vendor monitoring, travel planning, attendee participation, registration counts, RSVP tracking and issues resolution.

Required Skills and Qualifications:

·        Experience in event planning, coordination, and execution in a corporate, nonprofit, or business environment.

·        Proven ability to bring events to life, from logistics and budgeting to programming and execution.

·        Strong collaboration skills, with experience working with colleagues in graphic design, marketing and communications.

·        Excellent organizational, communication, negotiating and multitasking skills.

·        Ability to remain calm under pressure and maintain a customer-service mindset.

Preferred Skills & Qualifications:

·        Bachelor’s degree (or equivalent) in hospitality management, public relations, or a related field.

·        Experience in managing budgets and tracking expenses.

·        Proficiency in event planning tools and software, including PowerPoint, Acrobat and Excel.

Employment Status: Exempt

Organizational Summary: The Springfield Area Chamber of Commerce is the principal advocate for business in partnership with the community. To create more opportunities for our members and all those who live in Springfield, we function as the leading catalyst for regional economic development and workforce growth.

To learn more about the Springfield Area Chamber of Commerce, visit www.springfieldchamber.com. The Chamber offers competitive salaries based on experience, along with excellent benefits. To apply, please submit a cover letter and resume to Jennifer Dalton, Chief Operating Officer, at jennifer@springfieldchamber.com.