Senior Meeting & Event Planning Specialist

The Senior Meeting & Event Planning Specialist is responsible for the planning, coordination, and execution of firm meetings, conferences, recognition programs, incentive trips, and special events. Working closely with internal stakeholders, vendors, and event attendees, the Senior Meeting & Event Planning Specialist ensures a high-quality event experience through effective project management, logistical coordination, budget administration, vendor management, and onsite event execution.

• Attend and actively participate in event planning meetings.
• Partner with meeting sponsors and department contacts to understand event objectives and requirements.
• Research, secure, and coordinate hotel accommodations, meeting space, and event venues.
• Assist with travel arrangements, travel-related questions for meeting attendees, and the firm's online airline ticketing system.
• Create and manage events within the firm's registration platform and mobile event application.
• Track registration activity and provide attendance and registration reports.
• Manage all logistical aspects of meetings and events, including;
  Vendor and hotel contracts, Banquet Event Orders (BEOs), Food and beverage planning, Offsite dinner venues and menu selections, Ground transportation and onsite transportation logistics, Audio visual and technology requirements, Event materials and supplies, including name badges, signage, notepads, and promotional items.
• Coordinate communications with attendees, vendors, hotels, and home office employees.
• Serve as onsite event support and troubleshoot issues as they arise to ensure successful event execution.
• Review and reconcile event invoices for accuracy and completeness following each meeting or event.
• Maintain organized electronic files and event documentation.
• Coordinate participant waivers and required documents through Docusign.
• Maintain event records, budgets, and reporting information as assigned.
• Coordinate administrative support for employee recognition programs.
• Prepare and distribute service award certificates and related recognition materials.
• Process and distribute company store gift certificates and awards.
• Assist with tracking recognition program participation and award fulfillment.

• Demonstrated ability to plan, coordinate, and execute multiple meetings, conferences, incentive trips, and special events simultaneously.
• Strong project management and organizational skills with the ability to prioritize competing deadlines and deliver results.
• Experience coordinating event logistics, including venue sourcing, travel arrangements, food and beverage functions, transportation, registration management, and audiovisual services.
• Strong vendor management skills, including negotiating contracts and managing relationships with hotels, event venues, transportation providers, and other suppliers.
• Ability to exercise sound judgment, take initiative, and independently resolve issues before and during events.
• Excellent verbal and written communication skills with the ability to interact professionally with executives, employees, vendors, and event attendees.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience with Cvent or similar event management and registration software preferred; ability to become proficient within six months of hire.
• Ability to travel and provide onsite support for meetings and events, including occasional evenings and weekends as business needs require.

• Minimum
  
  Education Required:
  
  Bachelor’s degree, Event Planner Certification (i.e. CMP, CSEP), preferred or equivalent work related experience of 9+ years.
• Minimum Work Experience
  
  Required:
  
  5+ years of related securities industry experience.

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