Temporary - Administrator Conference and Events Services - DC location - 230245 : N/A

　　Description

　　Job Summary

　　The overall purpose of this position is to provide a Best-in-Class quality of service to all clients supported by IEEE USA.

　　Event Planning: timely communication and meeting and event management. This position serves as subject matter expert as assigned on all aspects of event, meeting, and conference planning, and IEEE USA policy and procedures as they apply to conferences, events, and the corporate meetings of the organization. The incumbent in this position provides recommendations on venues, room set-up, equipment and other event attributes needed to best serve the objectives of the event, enabling clients to focus on the content delivery rather than the logistical/project management aspects of the event. S/he partners with the clients as the subject matter expert and project manager to facilitate the execution of assigned meetings and events. They assist the IEEE Professional Core and Volunteers in process management to ensure efficient procedures and offer continual improvement to existing processes for the optimization of operational excellence as assigned.

　　Key Responsibilities

　　Event Management Services

　　• Concurrent serves as project lead and/or team member, as assigned.

　　• Manages, organizes, and executes all logistical aspects of assigned events and projects, within budget plans and/or guidelines (F&B, Setup, AV, Exhibits, Special Events, Companion programs, shipping, etc.)

　　• Prepares timelines, status reports, cost analysis, and other reports as requested. Maintains and updates event day books.

　　• Event Sourcing, and vendor selection including research, analysis, and recommendations • Works with venue staff and all vendors to ensure that the event is executed seamlessly

　　• Manages venue/supplier finances, including credit filing, and billing reconciliation • Prioritizes the importance of both IEEE professional core and volunteer requests

　　• Provides onsite management for meetings, conferences, and/or other events

　　Executive Support

　　• Leads calendaring and prioritization of Managing Director, IEEE-USA, meetings, events, and project progress and status reporting with Departmental Staff

　　• Stay abreast of new technologies related to Departmental goals; serve as SME to share with the Event Planning team and CRMs

　　• Provides on-site support for high-profile events such as IEEE- USA Meetings Series/Board event, Convene, etc.

　　• Tracks and supports open requests and steers them through the process

　　Registration and Housing Management

　　• Develops and maintains a working knowledge of registration database and other tools utilized in support of the business

　　• Creates and maintains online (web-based) registration and housing forms; and attendee communications• Coordinates room block management Reports ongoing registration statistics to clients

　　Special projects/initiatives as assigned.

　　Qualifications

　　Education

　　Bachelor's degree or equivalent experience Req

　　Work Experience

　　2-4 years of Professional event planning experience in the realm of conferences and meetings Req

　　4-7 years of Executive support, including etiquette, protocol, and administrative operations Req

　　Licenses and Certifications

　　Certified Meeting Professional (CMP), or willingness to attain Pref

　　Skills and Requirements

　　Moderate to heavy travel schedules domestic and international in support of the above

　　Ability to work extended hours and weekends to meet event needs.

　　Must be technologically savvy, and display a willingness to seek out technology solutions to business challenges.

　　Proficiency working with an electronic sourcing tool is a plus (Cvent, Starcite, etc.)

　　An accomplished industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completion

　　Advanced negotiation and contracting skills - ability to understand and interpret financial data

　　Demonstrated strategic thinking related to assigned events for securing future business opportunities

　　Account/Portfolio Management experience preferred.

　　Association event planning experience is preferred, but not required.

　　Exhibit management experience is preferred but not required.

　　Proven track record of managing large-scale events.

　　Experienced and adept in hotel/conference center policies, operations, and procedures including knowledge of banquet service etiquette, menu planning, and wine-selection principles.

　　Exceptional project and time management skills with the ability to prioritize and oversee multiple events concurrently – skilled in multitasking.

　　Excellent listening, organizational, planning, and time management skills.

　　Excellent interpersonal skills; Interacts heavily with diverse IEEE professional core/volunteers; requires diplomacy and tact to deal with all levels - must be sensitive to differences and positions.

　　Dedication to detail and the ability to work under pressure in a deadline-driven environment.

　　Flexibility and the ability to adapt to change in a dynamic environment.

　　Must be committed to working both independently and as a team player.

　　Ability to relate well with others, build relationships and constructively interact with a variety of employees, volunteers and vendors.

　　Other Requirements:

　　As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

　　PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

　　For information on the 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 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. '

　　Job : Meeting & Event Management

　　Primary Location : United States-Washington District of Columbia-District of Columbia

　　:

　　Schedule : Full-time

　　Job Type : Temporary

　　Job Posting : Jan 17, 2024, 11:25:35 AM

　　Req ID: 230245