SHRM Event Planner in Alexandria, Virginia
The Events Department is responsible for developing and implementing the strategy for SHRM’s Conferences, meetings and Expositions in the US as well as derivative products such as conference-on-demand and virtual conferences. This team manages concurrent session speaker selection, programming, meeting planning, contract negotiation, exhibit and sponsorship sales and service, production and execution of the SHRM Annual Conference and Exposition and SHRM’s Specialty Conferences. Site selection, venue and supplier negotiation and logistics support are provided by this team for SHRM Seminars, Board Meetings and other ad hoc organization meetings.
The Event Planner is responsible for the planning and execution of several aspects of the association's Annual Conference & Exposition and is responsible as lead planner for at least one SHRM specialty conference. The Event Planner also provides support to internal clients for other meetings and events, such as SHRM Seminars, Board of Director meetings and staff events. In collaboration with Conference Programming, Exhibit Sales/Sponsorships, Conference Marketing and Communications, the Event Planner project manages all event logistics to carry out a high-quality conference that is in line with the pre-determined vision and theme, that is in support of the organization’s goals and objectives.
Plan and implement all event logistics including budget management, site selection/visits, hotel contract negotiation, food & beverage, audio visual, transportation, signage orders, general session production/décor, event security, staff/vendor/speaker/VIP hotel arrangements and final bill review/payment for at least one of the SHRM Specialty Conferences.
Negotiate and review hotel, transportation, outside caterer, telecommunication, Internet and other various vendors’ contracts.
Establish and maintain relationships with vendors to include hotel sales representatives, transportation, housing, caterers and security.
Responsible for multiple aspects of the association's annual convention/meeting.
Lead/facilitate team planning/informational meetings.
Contribute to development of department, annual and/or event budget. Review monthly financial statements for accuracy.
Contribute to preparation of marketing materials, email blasts, brochures and conference web sites.
Collaborate with Communications team to ensure that theme and messaging are carried out through all aspects of the onsite event experience.
Other duties and projects as assigned.
High school diploma or equivalent
5+ years of experience
Excellent customer service and detail oriented
Excellent organizational skills
Demonstrated ability to handle stressful situations and multiple deadline-driven projects and priorities with tact and humility
Proficient in MS Word, Excel, PowerPoint, experience with meeting planning software preferred
Basic math skills
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The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Regularly required to sit; talk and hear, use hands to type, file, handle or feel. The employee is frequently required to reach with hands and arms. Occasionally required to stand; walk and stoop, kneel, crouch, or crawl. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading. May require ordinary ambulatory skills sufficient to visit other locations; or the ability to stand, walk, lift, carry and move light to medium weight. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and learn technical information. Light lifting is required. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force to constantly move objects.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is regularly performed in a combination of office and conference settings and routinely uses standard office equipment. This job requires moderate travel 20 - 30%.
The Society for Human Resource Management is an equal opportunity employer (Minority/Female/Disabled/Veteran).
ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: firstname.lastname@example.org or TDD (703) 548-6990.