The overall purpose of this position is to serve as a Contracting Specialist and to assist with the day-to-day operations of the CEE Conference Contracts team. This position will handle contract management as well as various projects as a team-member. The incumbent works with the Senior Manager, Contract Specialists, as well as customers including volunteers, staff and third parties.
The Contracting Specialist will be responsible for supporting the Conference Contracts team with various projects, including reviewing, drafting and negotiating event related agreements within the contract management system and accurately reporting information to stakeholders. This position will have a strong administrative component; therefore, the incumbent will need to be highly proficient in Word and Excel. Meeting planning, contracting, and hospitality experience is preferred.
The incumbent will review and be involved with many projects and will work closely with the CEE Contracting Team to support the specialists with day-to-day operations as well as collaborate with third-party providers. The position will also require reviewing and capturing information for a wide range of applications used within the IEEE events space.
They will collaborate with internal stakeholders as may be requested and handle many communications with team members and outside parties. Must have well-developed and professional interpersonal skills and excellent oral and written communication skills; have a positive attitude, the ability to work independently and in a team environment, strong organizational skills, and be detail oriented. Will have the ability to take detailed and accurate notes, document meetings, and identify required action items and next steps, as well as strong project management skills.
The role reports to the Senior Manager, Event Vendor Management & Contracting, and does not manage direct reports. This position works under minimal supervision.
Key Responsibilities
Initiates, drafts, and negotiates vendor agreements for event services, hotels, venues, speakers, entertainers, and other vendors as assigned for the event. Shapes contractual terms and conditions, involving legal when required, employing best practices in contracting methods to manage risk and maximize value.
Provides advice to CCE’s business/client units and project teams on contract management.
Acts as primary contact between client, business unit, legal, and strategic sourcing, ensuring all legal and contractual matters are addressed efficiently and promptly.
Identifies opportunities and realizes value through effective use of strategic cost management tools.
Undertakes due diligence in mitigating all external supply risk from supplier selection through to contract execution.
Prepares and disseminates information regarding contract status, compliance, modifications, etc.
Maintains database of all pending and initialized contracts serviced.
Perform administrative duties and support team on daily business tasks as requested.
Respond to inquiries in a highly professional, organized, and expedited manner.
Monitor transactions and manage follow up as needed.
Assist with requisition and purchase order needs.
Assigned other special projects as required.
Qualifications – Education
Bachelor's degree or equivalent experience
Work Experience
2-4 years’ experience preferred with contract negotiation and document review in a procurement capacity (category of spend including, but not limited to: International and domestic hotels, conference centers, transportation, meeting management agencies, AV and other support services).
2-4 years’ experience in hotel sales and/or meeting planning industry.
Skills and Requirements
High proficiency in MS Office applications (Word, Excel), and electronic mail applications.
Excellent communication skills (verbal/written), time and project management skills, dedication to detail and the ability to work under pressure in a deadline driven environment.
Must have advanced negotiation skills.
Ability to work under pressure in a deadline driven team environment.
Positive attitude and a supportive, team-based approach towards the attainment of departmental goals.
Exceptional cultural awareness, judgment, and tact; routine interaction with various levels of employee and an international constituency of society/council/region officers, volunteers, and partner associations/institutions.
Requires the ability to deal with difficult people and successfully meet objectives.
Strong ability in problem solving/conflict resolution utilizing critical and strategic thinking skills for turnaround to positive outcomes to meet objectives.
Exhibits good judgment and decision making on how to react to differing situations.
Must have the ability to represent the IEEE in a professional manner.
