Event Specialist

Events Specialist

We are seeking a talented, experienced Events Specialist to join our team and support our growth efforts and client engagements in the benefits administration industry. We value organization, collaboration, and a passion for excellence. The successful candidate will have the opportunity to contribute to the success of our organization by planning and executing impactful events, including trade shows, conferences, and hosted client engagements, that enhance Aptia’s brand presence and drive business opportunities. This role can be remote with occasional travel required.

About Us:

Aptia is a trusted provider of employee benefits and pension administration services, with offices in the U.S. and U.K. supported by shared services in India and Portugal. We manage programs covering over six million people and serving more than 1,100 clients, catering to both B2B purchasers of the administration platform and B2C employees.

What you'll be doing

You will play a key role in the execution of our event strategy, ensuring a seamless and impactful presence at corporate events, trade shows, and conferences. This individual will manage event logistics, coordinate with stakeholders, and help elevate Aptia’s brand at industry events. The ideal candidate is a detail-oriented event professional with corporate event experience and a strong ability to represent Aptia’s brand in a client-facing environment.

What we're looking for

• Minimum of 3 years of experience in corporate event planning, trade show management, or a related role.
• Experience coordinating B2B events, trade shows, and industry conferences in a professional setting.
• Strong project management skills, with the ability to handle multiple events and deadlines simultaneously.
• Excellent communication and interpersonal skills, with confidence in engaging with prospects and industry leaders at events.
• Willingness to travel nationally as required for events.
• Ability to work cross-functionally and collaborate with sales, marketing, and external partners.
• Experience managing event budgets, negotiating contracts, and tracking event performance.

Responsibilities:

Event Planning & Execution

• Lead the end-to-end planning of events, ensuring all logistical details are seamlessly executed.
• Manage relationships with conference organizers, vendors, and venue staff to secure optimal event experiences.
• Develop comprehensive event timelines and task lists to ensure deadlines are met.

Event Logistics & Operations

• Manage hotel accommodations, including room blocks, guest reservations, and special attendee requests.
• Plan and coordinate transportation arrangements for attendees, speakers, and staff.
• Order, track, and distribute branded swag and promotional materials to ensure a consistent event presence.

Invitation, Registration & Attendee Management

• Develop and manage event registration processes, including invitations, attendee tracking, and communications.
• Monitor RSVPs, maintain accurate attendee lists, and provide updates to key stakeholders.
• Handle confirmations, reminders, and post-event follow-ups to maximize engagement and participation.

Event Promotion & Engagement

• Coordinate outreach strategies to connect with attendees and facilitate meetings for sales representatives.
• Develop and maintain event schedules to ensure smooth coordination of meetings and activities.
• Collaborate on event-related social media promotion, content creation, and digital marketing campaigns.

On-Site Event Management

• Attend events to provide on-site support, oversee logistics, and represent Aptia professionally.
• Ensure branding, booth displays, and promotional materials are properly set up and managed.
• Serve as the main point of contact for event staff, vendors, and internal team members.

Swag, Branding & Promotional Materials

• Oversee the selection, ordering, and distribution of promotional items and branded swag.
• Manage inventory to ensure promotional materials are readily available for all events.

Post-Event Follow-Up & Reporting

• Track event performance, collect attendee feedback, and assist with post-event analysis.
• Conduct debrief meetings to assess event success and identify areas for improvement.
• Coordinate with sales teams to share attendee insights and support lead follow-ups.