Event Management Services Administrator

Job Summary
The Event Management Services Administrator serve as an administrator/coordinator, assisting with the planning and execution of IEEE meetings/conferences and events. The incumbent in this position will be assigned to various projects as a team-member and, on occasion for smaller projects. The incumbent works with the Director, CEE, conference and event planners, as well as customers including volunteers and staff to assist with planning and execution of IEEE meetings, conferences and events. This individual will also handle assignments across multiple events.

Duties will include submitting and managing requests for proposals, event registration tasks, creating bid analysis, creating daybooks and timelines, coordinating preparation and shipment of on-site meeting materials, assistance with the processing of contracts, payments and related tasks. Additionally, there will be some amount of event planning, logistics and vendor engagement.

The role reports to the Director, Event Management Services and functions as an individual contributor. This position works with the ability to judge workload and balance priorities to consistently meet deadlines on assigned tasks/projects in an efficient manner and perform essential functions and reach desired outcomes with moderate supervision based on need and focus of end results. The role requires consistent, ongoing communication with multiple parties, anticipating and documenting team needs, project timelines and deliverables.

Key Responsibilities

• Respond to inquiries in a highly professional, organized, and expedited manner
• Schedule meetings, and conference calls when needed
• Support planners with venue research, vendor research, demos and site visits
• Assignments/projects to include coordination of meeting preparation materials including PowerPoint presentations, daybooks, timelines, speaker tent cards, event signage, handouts, etc.
• Assist with tasks related to contracting and payment processing
• Produce accurate, properly formatted departmental documents and reports under sometimes tight time constraints including hotel and registration cross-referencing
• Work with team to coordinate shipping requests and track shipping manifest to events
• Provide backup support to other administrative professionals as needed
• As needed, assist EMS team on-site at events

Education

• H.S. diploma required
• Bachelor's degree or equivalent experience preferred but not required

Work Experience

• 2-4 years Administrative experience required.
• Event planning experience preferred

Skills and Requirements

• Proficient in Microsoft suite. Knowledge of Cvent preferred but not required.

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 Category I - Office Positions.

IEEE is an EEO/AAP Employer/Protected Veteran/Disabled
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Disclaimer: This job description is proprietary to IEEE. It 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.