Event Planning Specialist

Job Description Summary

Requires working knowledge of theories, principles, and concepts related to event planning and applies general knowledge of business and industry practices. Understands key business drivers and builds knowledge of the company, processes, systems, and internal stakeholders. Under a moderate level of guidance, primarily supports senior Event and Attendee Managers by assisting with the planning and execution of company‑hosted internal events and external client‑facing events, with additional support for trade shows as needed.

Responsible for coordinating administrative and logistical components of events, including vendor onboarding, contract processing, payment coordination, on‑site registration and event logistics support. Researches venues and vendors, prepares recommendations, and supports event logistics such as amenities, off‑site functions, and team‑building activities. Plans and prioritizes own work, adjusts efforts to meet deadlines, and contributes to overall team and company objectives through individual support efforts.

Regular travel is required (approximately 50%).

The Trade Show & Event Planning Specialist serves in a support role to senior Event and Attendee Managers, assisting primarily with the execution of company‑hosted internal events and external client‑facing events, and secondarily supporting trade shows. This role focuses on operational coordination, administrative execution, and logistical support to ensure events are delivered efficiently and in alignment with company standards. The Specialist may act as the lead planner for smaller Tier 3 events while continuing to support larger initiatives under the direction of senior team members.

This position plays a critical role in maintaining execution quality, operational accuracy, and a consistent attendee experience across the events portfolio.

• Support senior Event Managers in the planning and execution of company‑hosted internal events and external client‑facing events; provide additional support for trade shows as needed.
• Serve as lead planner for smaller Tier 3 events, managing logistics from planning through on‑site execution.
• Assist with researching and sourcing event venues, vendors, gifting, branding, etc.; develop summaries and presentation materials for internal review.
• Coordinate administrative event functions including vendor onboarding, contract processing, and payment tracking in accordance with internal policies and timelines.
• Support registration setup, attendee communications, and on‑site registration using event management platforms.
• Review and cross‑check attendee manifests, registration data, and hotel rooming lists for accuracy and completeness.
• Coordinate event logistics such as transportation, shipping, setup, tear‑down, and on‑site operations; travel onsite for events as required.
• Support Event Managers and Attendee Managers across all event phases, providing flexible and general event support as needed.
• Assist with budget tracking and reporting, identifying discrepancies or issues for escalation to senior team members.
• Collect and organize post‑event feedback and assist with reporting and evaluations.
• Facilitate communication among internal teams, vendors, and event partners to support seamless execution.

• Experience:
  
  minimum of 5 years of experience in event planning, event operations, or event coordination roles.
• Event & Registration Tools:
  Proficiency with event management, registration, and budgeting tools, with a strong emphasis on Cvent.
• Event Operations Support:
  Understanding of operational workflows supporting internal events, external client‑facing events, and trade shows, including contracts, payments, vendor coordination, and on‑site logistics.
• Project Coordination:
  Ability to manage multiple support tasks, timelines, and priorities simultaneously.
• Vendor Coordination:
  Experience working with vendors and internal teams to support contracting and payment processes.
• Attention to Detail:
  Strong accuracy when managing registration data, attendee lists, rooming lists, and financial documentation.
• Communication:
  Clear written and…