What are the responsibilities and job description for the Senior Event Planner position at System One?
ALTA IT is looking for a Senior Event Planner for a REMOTE long-term consulting role. This candidate must have a minimum of 7 years of event planning experience from anywhere up to 800 attendees. While this position is remote, there will likely be some travel to help onsite at bigger events. The client estimates around 3 times a year.
Duties and Responsibilities
For those meetings and events assigned, the following duties and responsibilities are expected:
Qualifications
The successful candidate will have:
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Duties and Responsibilities
For those meetings and events assigned, the following duties and responsibilities are expected:
- Oversight and planning of meeting and event logistics (space, hotel rooms, transportation, catering, etc.) for all assigned meetings.
- Development and management of documented centralized meeting and event planning standard operating procedures. Documentation of processes and procedures.
- Prepare, submit, and evaluate requests for proposals for meetings held in offsite facilities to ensure adequate space, proper setup and catering requirements. Review said contracts and advise on negotiations with Associate Director, Meetings and Corporate Events. Follow Procurement procedures for review, approval of contracts and related budget spend.
- Assist with revising and updating meeting information page on corporate intranet to include relevant information for staff on meetings, processes and procedures.
- Create diagrams and seating charts for events, as required, based on needs for each event.
- Work with corporate support team to assist with registration process for various meetings and workshops across the U.S. and Canada; including, but not limited to composing announcements, creating registration forms, managing the registration process and retaining registration records.
- Familiarity with Workday: Review and approve meeting and workshop invoices and submit to finance department for payment in conjunction with business unit, following procurement procedures.
- Collaborate with all departments’ administrative support on all meetings and event logistics, including coordination with Facilities team for any events hosted in DC office.
- Conduct post-event reviews to solicit customer feedback and areas for improvement.
- Be familiar with and adhere to Information Technology Security Policies and procedures.
- Other duties and responsibilities as assigned.
Qualifications
The successful candidate will have:
- Bachelor's degree in Event Management, Hospitality or related field. Related experience in lieu of specific degree is acceptable.
- Five to ten years meeting planning experience.
- High motivation, organization, and capability of functioning with minimal direction in a fast-paced environment.
- Positive attitude, strong initiative, friendly and engaging personality. Customer experience-focused mindset and approach.
- Demonstrated experience in re-imagining event planning operating model; experience and insight to offer improvements that elevate the customer and attendee experience.
- Proactive customer service mindset; ensure client satisfaction in all aspects of event planning and execution.
- Ability to manage event-related stress and remain calm and composed under pressure
- Ability to make administrative/procedural decisions and judgments.
- Excellent time management and written communication.
- Strong interpersonal, communication, and organizational skills. Technically proficient in meeting planning tools and technologies, such as EventBright, CVENT, WebEx, Team, and Microsoft 365 applications.
- Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources.
- Skill in organizing resources and establishing priorities in managing multiple projects, and meeting deadlines.
- Ability to interact effectively with all levels of staff remotely.
- Certification in event planning is desired.
- Background checks will be conducted before employment.
- In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
- Travel necessary: Passport required for North American travel; expectations to travel 20-25% of time in support of current and future events (on-site support, site visits).
- Job is classified as Remote/Virtual.
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