Job #: 2118

Title: Event Planner


  • New York City, NY
  • Job Type:

  • Contract
  • Contract Pay Rate:
  • $25-50
    • Anywhere
    • Posted 1 year ago

    Job Overview

    The Event Operations Assistant Manager will manage operations for the Events Team in the Americas, EMEA and APR.  This role works directly with the Global Head of Events to design efficient operational processes, with an emphasis on event technologies, and works closely with the global planning team to understand client needs, identify tools to achieve project goals and deliver service excellence.

    Key Responsibilities:

    Work with event planners to identify business requirements and determine approach for meeting registration and event technologies such as mobile app, polling (Qualtrics, Poll Everywhere), AI tools, etc.
    Coordinate venue sourcing workflow using the RFP tool and assist planners with venue search, compiling responses and helping to prepare destination proposals for the client
    Manage all aspects of meeting website creation, development and activation.  Work with internal departments and lead planners for site design, drafting web content, and creating report templates for planners
    Create and maintain quarterly project pipeline for management team review
    Collect pre/post event data through surveys/evaluations and report outcomes
    Research and identify opportunities for innovation and creativity via event tech or other industry tools
    Maintain central files of event vendors/suppliers – including key contact details, monitoring service level agreements, and tracking annual spend, ensuring data is accurate and accessible to the global team
    Work with finance team to distribute monthly events budget and spend reports, raising any discrepancies or billing concerns
    Track event savings and value-add generated across global events to share with management team for analysis
    Develop and maintain event templates, action plans and best practice materials on the Events Department Intranet Page
    Manage annual Events Guidelines draft and distribution with event management input
    Maintain firm vendor relationships for travel and tech eg BCD Travel and Meetings, Cvent
    Management of internal communications plans and global master calendar


    Experience Required:
    Minimum of 6 years of event operations and project management
    Solid experience with budget management, data collection and analysis
    Existing relationships with global hotel groups, DMCs, vendors and suppliers
    Experience with global events a plus
    Bachelor’s Degree
    Skills and Attributes:

    Excellent verbal and written communication skills with the ability to work with people at all levels across a multicultural and global environment
    Self-starter, independent thinker who takes the initiative
    The desire to discover and implement innovative operational methods that enhance events, not accepting the status quo
    A team player, supporting team efforts
    Service focused, managing expectations and executing deliverables to the highest standards
    Dedicated to project success, willing to step outside the job description to get things done
    Values firm culture and values
    Manage heavy work volume and deadlines in a fast-paced, demanding environment
    Flexible and able to adapt to rapid changes with projects and business initiatives
    Maintains and respects confidentiality
    Delivers consistent  under pressure
    Understands program objectives, highlights potential challenges and takes pre-emptive measures by offering solutions or problem solve on a timely basis
    Anticipates needs and manages expectations
    Occasional travel required based on business needs and can include working weekends


    Technical Skills:
    Advanced skills with MS Office (PowerPoint, Excel, Word)
    Strong knowledge of event software (Cvent) and database management
    Proficient with SharePoint and Slack software



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