The overall purpose of this position is to provide a Best-in-Class quality of service to all clients supported by IEEE MCE’s event management services team MCE-EMS through professional timely communication and meeting and event management. This position serves as subject matter expert on all aspects of event, meeting, and conference planning, and on IEEE policy and procedures as they apply to conferences, events, and the corporate meetings of the organization. The incumbent in this position advises on cost containment, best practices surrounding events, recommendations on venues, room set-up, equipment and other areas, to best serve the objectives of the event, enabling clients to focus on the content delivery, rather than the logistical/project management aspects of the event. He/She partners with the clients as the subject matter expert and project manager to facilitate the execution of IEEE conferences, events, and corporate meetings. They assist the IEEE Professional Core and Volunteers in process management to ensure efficient procedures and offer continual improvement to existing process for the optimization of operational excellence.
Event Planners are expected to have consistent communication with management on developments, problems, and status of projects; and support team members to establish a consistent level of quality, accuracy and compliance to departmental and industry standards. The role typically reports to the Sr. Manager, MCE Event Management Services (MCE-EMS) and has no direct reports.
Essential Functions:
Specific responsibilities include but are not limited to:
Event Management
Concurrent management as project lead and/or team member in support of multiple events ranging in size from 10 – 15,000+ attendees with budgeting of up to $1,000,000 or higher, as assigned. Events assigned may include complex events, international events and high-profile/first time clients within the MCE portfolio.
Serves as the Account/Portfolio Manager and primary point of contact between the clients and MCE-EMS. This position will provide customer support, technical support, strategic planning and optimization for the client account, as well as developing and maintaining a relationship with the clients.
Management, organization, and execution of all logistical aspects of assigned events and projects, within budget plans and/or guidelines (F&B, Setup, AV, Exhibits, Special events, Companion programs, shipping, etc.)
Preparation of time-lines, status reports, cost analysis, and other reports as requested
Event Sourcing, and vendor selection including research, analysis, recommendations and contract negotiation utilizing SMM tools
Planners will work with venue and all vendors to ensure that event is executed seamlessly.
Create and manage tools to facilitate communication of the event in electronic format as well as print copy (website development, email alias, announcements, etc.)
Venue/supplier financial management, including credit filing, and billing reconciliation
Manage multiple events simultaneously and accommodate the individual needs of committees, volunteers, IEEE professional core and other attendees as requested
Support and facilitate Community Building efforts for assigned events
Management, organization and execution of all logistical aspects of exhibits management (prospectus development, booth assignment, vendor management, etc.)
Prioritize the importance of both IEEE professional core and volunteer requests
Heavy interaction with diverse IEEE professional core/volunteers; requires diplomacy and tact to deal with all levels - must be sensitive to the differences and positions
Management and scheduling of employees, vendors and other subcontractors
Onsite management
Registration and Housing Management
Develop and maintain a working knowledge of registration database and other tools utilized in support of the business
Creation and maintenance of online (web-based) registration and housing forms; and attendee communications
Room block management
Reporting ongoing registration statistics to clients
Special projects/initiatives as assigned
Education and Experience:
Bachelor Degree or equivalent experience
Minimum 5-8 years domestic and international professional event planning experience in the realm of conferences and meetings
Certified Meeting Professional (CMP) designation preferred but not required. CMP designation must be attained with first two (2) years of employment
Skills & Other Requirements:
Must be technologically savvy, and display a willingness to seek out technology solutions to business challenges
Proficiency working with an electronic sourcing tool a plus (Cvent, Starcite, etc.)
Accomplished industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completion
Advanced negotiation and contracting skills - ability to understand and interpret financial data
Demonstrated strategic thinking related to assigned events for securing future business opportunities
Account/Portfolio Management experience preferred
Association event planning experience preferred, but not required
Exhibit management experience preferred but not required
Proven track record of managing large scale events, with attendance over 2,000 and multiple tracks occurring on a daily basis
Experienced and adept in hotel/conference center policies, operations and procedures including knowledge of banquet service etiquette, menu-planning and wine-selection principles
Exceptional project and time management skills with the ability to prioritize and oversee multiple events concurrently – skilled in multitasking
Excellent listening, organizational, planning and time management skills
Dedication to detail and the ability to work under pressure in a deadline driven environment
Flexibility and the ability to adapt to change in a dynamic environment
Must be committed to working both independently and as a team player
Ability to relate well with others, build relationships and constructively interact with a variety of employees, volunteers and vendors
Must be able to work well under pressure, be extremely organized, maintain workload balance, set priorities in a deadline-driven environment and represent the IEEE in a professional manner
Moderate to heavy travel schedule domestic and international
Ability to work extended hours and weekends to meet event needs
For information on work demands and conditions required for this position, please consult the reference document, “Physical, Mental, and Work Environment Standards for IEEE Positions.” This position is classified under This position is classified under (Category I—Office Position).
IEEE is an EEO/AAP Employer/Protected Veteran/Disabled
Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
