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SHRM Senior Specialist, Event Logistics in Alexandria, Virginia

Senior Specialist, Event Logistics

1800 Duke St, Alexandria, VA 22314, USA

Req #228

Tuesday, September 21, 2021

At SHRM, we are committed to making work, workers and workplaces better through insights-driven policy solutions, learning and development, thought leadership and research. We are shaping the ways employers and employees thrive together. SHRM is empowering our more than 300,000+ members, including HR professionals, business executives, and people managers, to lead as strategic business partners and effective stewards of workplace culture, business productivity, and employee engagement.

The Senior Specialist, Event Logistics is an experienced planner who contributes to the successful execution of SHRM’s major conference offerings, including the Annual Conference & Expo, multiple specialty conferences, and other hybrid meetings and events reaching between 100 – 25,000 people annually. This position includes budget management, financial reporting and entries, operational analysis of internal and outsourced roles and assignments, volunteer and temporary staff management, production of staffing manuals and in person training sessions. This position also supports programming event operational specification submissions through various platforms, mobile applications and virtual event platform builds, and production of professional presentation decks for internal stakeholders of SHRM’s live and virtual conferences.

Your Day:

  • Contracts, requests for proposals (RFPs) & bid analysis:

  • Create and distribute RFPs for function spaces, room blocks, and event services for convention center and hotel-based conferences, including customization of concessions, SHRM legal clauses, scopes of work, master services agreements, addendums, and proposal requirements

  • Produces detailed analysis of bid submissions from venue, hotel, and/or service providers to team’s leadership, including negotiation goals and final outcomes, selection recommendations, and contract finalization with SHRM Legal department and selected partners

  • Event Management and Vendor Relationship:

  • Housing contracting, management and reporting of attendee, staff, vendor and specialty blocks

  • Housing history reports, negotiation of addendums to existing agreements, and new contracts based on evolving event strategy

  • Build and maintain event planning partnerships and submit periodic evaluations of SHRM account values.

  • Budgets & forecasts:

  • Serve as budget liaison for Accounting on reporting and post- meeting reconciliation

  • Responsible for the creation of large event budgets, spend tracking, and updates based on event parameters and evolving target goals

  • Collaborate on Spring and Fall forecasts

  • Analysis of utilization reports and invoicing of outsourced contractors against agreements

  • Operational analysis & strategy responsibilities including:

  • Event function space and room block analysis

  • Operational analysis of internal and outsourced onsite conference functions and its temporary staff, contractor and volunteers

  • Banquet Event Orders, Audio Visual Event Orders, signage, programs, and floorplan reviews and editing

  • Production of professional presentation decks for internal stakeholders

  • Other duties and projects as assigned to support SHRM events

Must Haves:

  • Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, Business, Accounting, English, or equivalent relevant work experience and training.

  • At least 5 years of progressively complex experience in a similar work environment and role, preferably with medium to large brand(s) or organizations, specifically in event and meeting planning.

  • Expertise with city-wide conferences and expositions, site selection, contract negotiation, budget development and management, relationship management with vendors and partners, housing management, technical and non-technical vendor leadership and direction, and VIP meeting management

  • Demonstrated expertise in live and virtual events/ conferences, including experience with digital event hosting platforms, web content uploading and editing, and mobile apps

  • Clear demonstration of successful project and assigned event team management

  • Strong financial data, project management, customer service, collaboration, and time management skills

  • Consistent attention to detail, organization, prioritization, and analytic skills with an ability to multi-task and manage complex projects

  • Leadership ability with experience working in and leading a cross-functional team

  • Ability to forge strong relationships with internal and external stakeholders at all levels

  • Experience working with volunteer supported events

  • Self-starter attitude with the ability to work collaboratively across the entire SHRM organization, with an inclination to achieve the “best possible” result for members and customers

  • Excellent communication skills, including public speaking expertise and effective written communication abilities

  • Good judgment skills and adherence to deadlines

  • Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, event management and registration platforms, conference applications, NetSuite, Adobe, and financial software

  • Avid consumer of event trends with an ability to see how SHRM can innovate our offerings

  • Strategic and critical thinking skills

  • Candidates must have a proven commitment to SHRM's six Guiding Principles:

  • Bold Purpose

  • Excellence & Accountability

  • Flexibility & Agility

  • Smart & Curious

  • Collaborative Openness

  • Push Back to Move Forward

Physical Requirements

  • Must be able to perform essential duties satisfactorily with reasonable accommodations

  • Work is generally done sitting, talking, hearing and typing. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading

  • Visual acuity requirements include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus

  • 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

Work Environment

  • Work is regularly performed in a combination of office and conference settings and routinely uses standard office equipment.

  • Travel Required: Moderate 20-30%

Our employment practices are in accordance with the laws that prohibit discrimination against qualified individuals on the basis of race, religion, color, gender, age, national origin, physical or mental disability, genetic information, veteran’s status, marital status, gender identity and expression, sexual orientation, or any other status protected by applicable law.

SHRM is an equal opportunity employer (Minority/Female/Disabled/Veteran).

We do not sponsor applicants for work visas.

Other details

  • Job Family Meetings and Events

  • Job Function SHRM Products & Services

  • Pay Type Salary

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  • 1800 Duke St, Alexandria, VA 22314, USA