Job Summary:
The Associate Event Planner will serve as a coordinator/back up event planner to facilitate 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, may serve as the main customer point of contact. This individual will work with the Senior Director, CEE, conference and event planners, various corporate groups, as well as customers including senior volunteer leadership and staff to facilitate the planning and execution of IEEE meetings, conferences and events. The incumbent will also handle special assignments including some assignments across multiple events.
Key duties will include: submitting and managing requests for proposals, including meeting placement, updating conference websites, expediting processes across the IEEE corporate groups, tracking budgets, authoring summary reports, creating timelines and promotions and some amount of event planning, logistics and vendor engagement.
The role typically reports to the Director, Conferences, Events & Experiences : Event Management Services, Director, and functions as an individual contributor. This position requires 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:
• Plans all aspects of conference & meeting logistics including reviewing contracts, selecting sites, coordinating finances, registration, audio visual, room set-up & F&B logistics, and creation of the conference intellectual property
• Plans and produces publicity and promotional activities for conference and meeting events
• Drafts reports and timelines
• Works on special projects and initiatives as assigned
Education and Experience:
• Bachelor’s degree in related field
• Minimum 2 years conference and planning experience preferred
• Minimum 1 year digital marketing experience preferred
Skills & Other Requirements:
• Familiarity with content management tools & concepts; registration database systems, and proficiency in MS Office applications
• Exceptional written and oral presentation skills, PowerPoint (or other presentation software) skills required
• Collaborative team player, flexible, self-motivated
• Ability to identify problems and/or opportunities, assess associated risks and recommend effective solutions or actions based on experience and established procedures
• Public Speaking
• Ability to learn new tools and processes quickly, adaptable
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.
--------------------------------------------------------------------------------------------------------------------
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.