WANTED: A team player with an eye for the fine details and energetic work ethic. The Events Specialist needs to be a self-starter and have a track record of supporting multiple projects with competing deadlines in a client-facing environment. The ideal candidate will have experience managing conferences and events; tech-savvy and a strong communication skills.
The Event Specialist manages the coordination and preparation of event for assigned clients. This position will work closely with the client lead, as well as other Virtual staff to ensure the successful implementation of assigned client event services. This role can be part-time or full-time, beginning in April working through August.
A DAY IN THE LIFE WILL INCLUDE:
Plan and manage logistics of domestic meetings, conferences and events, and training courses, including venue selection, food and beverage planning, A/V arrangements, and coordination of marketing materials and communications.
Ability to negotiate venue and hotel contracts and work with and manage outside vendors (General Service Contractors, DMC, photographers, AV providers, security, etc.).
Work with vendors to plan catering, audio/visual, promotional items, entertainment, photography, travel, hotel accommodations, etc. to ensure high quality events that are cost efficient.
Create and manage event budgets and provide guidance in maximizing resources.
Travel onsite to events as needed to manage onsite event operations.
Manage the set-up of online meeting registration systems/sites; create registration reports and provide to client on a regular basis.
Provide administrative support as needed; manage other projects as needed.
Plan and develop programs, agendas, budgets, and services according to client requirements.
Meet with clients and organizing committees in order to plan the scope and format of events, establish and monitor budgets, and to review administrative procedures and event progress.
Direct administrative details such as dissemination of promotional materials and confirmation of event logistics.
Evaluate and recommend providers of services according to customer requirements.
Oversee sponsorship package creation and benefits administration
Keep current about new technology designed to support the planning process and improve the event experience.
Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
Inspect event facilities to ensure that they conform to client requirements.
Work with clients to determine objectives and requirements for events such as meetings, conferences, and conventions.
Review event bills for accuracy, and approve payment.
Assist with the development of event related marketing materials and conference web sites.
Coordinate event insurance on behalf of the client (when needed).
Work with event sponsors to ensure benefits are properly received and executed.
Provide direction to Events Intern potentially.
DO YOU HAVE WHAT IT TAKES?
Three or more years meeting planning experience;
Bachelor's degree with a concentration in hospitality management preferred;
Working knowledge of latest technology designed for events;
Proven ability to create and manage budgets;
Experience managing AV and technology contracts;
Must be detail-oriented, with effective organizational and project management skills, including the ability to manage multiple projects/tasks and deadlines simultaneously in a fast-paced, deadline-driven environment;
Must be a self-starter, with the ability to work well under pressure, work independently with limited supervision and have solid problem-solving, judgment and decision-making skills;
Excellent customer-service and interpersonal skills;
Strong writing and editing skills;
High level of creativity and "rolled up sleeves" working style;
Ability to travel domestically and internationally as needed up to 25%;
Demonstrated strength in Word, Excel, PowerPoint, Project Planning software and knowledgeable about Adobe; database experience key including iMIS.
ABOUT VIRTUAL INC.
Virtual enables associations, professional societies, consortia, standards organizations, and advocacy groups to achieve their goals and make a mark on the world. Whether helping an association go from zero to 800 corporate members in a mere 18 months, or strengthening an organization dedicated to the prevention of human trafficking, we help our clients to rethink what's possible. We are redefining association management, going well beyond traditional services, and making a more meaningful impact by providing strategic consulting and execution that drives real results for our clients.
About Virtual Inc.
Have you ever wondered how your credit cards remain secure in this ever-changing world of hackers and fraud? Have you ever thought about how the technology behind games like Pokemon-GO came to be? How about the technology that makes it possible to use your fingerprint instead of a password? Or the initiatives behind the group of pioneers responsible for taking the internet to the most remote areas of the world? These are only a few examples of the innovative accomplishments we've helped our clients achieve. Pretty cool stuff, huh? We understand that no global movement starts with just one person and that's why our employees are really Virtual's most valuable asset and at the heart of our success. It takes an entire team to fulfill our mission of attaining long-term success by ensuring that every client that we serve achieves or exceeds its strategic objectives. Virtual Inc. is an Equal Opportunity Employer.