Event Planner II

Event Planner II
Irving TX 75039 (Hybrid, with potential travel within the U.S. and occasionally to international locations)
3.5 Months

Notes

• Seeking a mid-level candidate with basic accounting experience and the ability to manage strict deadlines and close schedules.
• This person will be supporting event planning, food & beverage coordination, conference execution, and budget management
• Must be a strong collaborator and team player who can work effectively with cross-functional stakeholders.
• Expected to become independent within the first 30 days, quickly learning internal systems, tools, and processes.
• Hybrid, full-time role with potential travel within the U.S. and occasionally to international locations
• Two interview rounds; flexibility for overtime and occasional weekend work is required based on event schedules.
• Bachelors Degree Required
• Travel 4-5 times through December, planning up to 4 programs 

Job Description
The Senior Conference Planner is responsible for the logistics, planning, and execution of client's
C-Level Communities programs, including Executive Summits and Inner Circle dinners. This role partners with community leaders, sponsors, venues, and internal stakeholders to create exceptional experiences for C-level executives while managing budgets, vendors, event technology, and onsite operations 

Essential Function:  

• Lead planning and delivery of assigned Executive Summits and Inner Circle dinners with oversight of the program logistics and registration  
• Communication and collaboration across event teams to ensure seamless delivery of world-class events 
• Plan the onsite attendee journey; this includes the event branding and signage. Plan and manage all on site conference signage and branding   
• Coordinate communications as the primary point of contact for the on-site team to all suppliers including the hotel/venue. 
• Coordinate with our AV partner to ensure our requirements are communicated properly, floorplans are created, AV sets are designed in line with branding guidelines. 
• Manage invoices, purchase orders, and facilitate payment of event related bills 
• Financial management: incl. accurate and timely event budget forecasts, alert management about risks and deviations to plan and post event reconciliation 
• Serve as onsite lead for assigned events and manage issue resolution in real time.  

Experience Requirements: 

• 4-6 years of event experience 
• Proficiency in the MS Office suite including Word, Excel, and PowerPoint  
• Ability to learn at a rapid pace, connecting the dots between internal systems and program deliverables 
• Experience planning executive-level events, client events, or leadership meetings. 
• Knowledge of hotel, travel and meeting planning business is required, particularly in terms of normal service expectations. 
• Expert understanding of event logistics and technical production 
• Strong venue, and supplier management experience. 
• Demonstrated budget management and forecasting experience. 
• Proven ability to manage multiple concurrent events in a fast-paced environment 
• Excellent project management and organizational skills. 
• Strong customer service mindset and executive presence. 
• Proven success working in a collaborative environment 
• Maintain composure in a fast-paced environment  
• Ability to work as part of a team but also work on events individually.  

Education:    
Bachelor’s degree with focus on events and/or marketing preferred, but not required 
  

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's pay range is $28.00/hr – $31.00/hr.