Virtual Planning Specialist

Summary 

 The Specialist, Virtual Planning & Production role is responsible for configuring, managing, and supporting virtual and hybrid events on the Cvent platform and mobile app. This includes setting up webinars, virtual conferences, and hybrid events, as well as managing platform integrations and livestreaming logistics. The role also involves providing technical support and training to internal stakeholders, assisting speakers, and ensuring smooth attendee engagement through Q&A and chat moderation. Additionally, this position requires coordinating with AV vendors, troubleshooting technical issues, implementing automation, and editing event-related videos.

Essential Duties and Responsibilities

• Serve as a subject matter expert on Cvent and provide support to internal stakeholders. 
• Configure webinars, virtual conferences, and hybrid conferences within Cvent. 
• Set up the conference mobile app, including schedule, gamification, sponsors, and other event data.
• Act as a liaison between The IIA and AV vendors for livestreaming setup and configuration.
• Support Cvent platform integrations as needed (e.g., Wordly translation).
• Provide technical support and guidance to speakers before and during live events. 
• Assist with Q&A, chat moderation, and attendee technical support during live events.
• Support automation implementation for MCL. 
• Edit videos to meet time, quality, and format requirements. 
• Coordinate with internal teams to gather and update event content in Cvent. 
• Conduct training sessions for internal stakeholders on Cvent best practices and features. 
• Ensure compliance with accessibility standards for virtual and hybrid events. 
• Troubleshoot and resolve technical issues related to event setup and execution. 
• Stay up to date with Cvent platform updates and new features to optimize event management.
• Perform other duties as required.

Supervisory Responsibilities                   

This job has no supervisory responsibilities.

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong technical aptitude
• Strong verbal and written communications skills.
• Strong collaboration skills.
• Demonstrated experience prioritizing and balancing multiple, ongoing projects with ability to meet critical deadlines.
• Ability to apply global perspectives to projects.
• Organized, able to act independently, and have an eye for detail.

Education and/or Skills:

• Associate's degree or equivalent from two-year college or technical school preferred 
• 2 or more years related experience and/or equivalent combination of education and experience

Technical Skills                            

• SmartSheet experience preferred
• Cvent or similar event management platforms experience preferred
• Video editing experience 

Certificates, Licenses, Registrations 

None required

Language Skills                                         

Ability to respond to common inquiries or complaints from members, customers, volunteers, and individuals in the broader business community. Ability to consolidate data from a wide variety of sources, interpret its meaning, and present such information in a meaningful way to top management and/or volunteers.   

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills 

Expert ability to work in a computerized environment with knowledge of Microsoft Office products. Web-related computer skills listed above.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk and sit. Specific vision abilities required by this job include close vision, distance vision and color vision.

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to

 perform the essential functions.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

This position will require work in our Headquarters office in Lake Mary, FL 40% of the time.