event planner at Institute of Electrical and Electronics Engineers, Inc. in Piscataway, New Jersey

Job Description:

Job Summary

As an Event Planner at IEEE, you will be responsible for conceptualizing, planning, and executing a wide range of events, from conferences and committee meetings to social gatherings and internal functions. You will work closely with various stakeholders, including the internal Staff, Volunteer members, and external partners, to ensure that our events are well-coordinated, successful, and contribute to the overall success of IEEE.

Key Responsibilities

• Event Planning: Collaborate with internal teams and external partners to define event objectives, and requirements. Develop comprehensive event plans, including budgets, timelines, and logistics.


• Venue Selection: Identify and secure suitable venues for events, negotiate contracts, and manage vendor relationships to ensure the successful execution of events.


• Program Support: Maintain event agendas, manage speakers or presenters, and provide guidance on event planning best practices.


• Logistics Management: Oversee all aspects of event logistics, including registration, catering, audiovisual needs, transportation, and accommodations, to guarantee a seamless event experience.


• Registration Management: Create and maintain registration sites, compose attendee communication, provide registration reporting, oversee deployment of event apps, manage room blocks, prepare for onsite attendee management.


• Budget Management: Monitor and manage event budgets, track expenses, and provide regular financial reports to ensure events stay within budgetary constraints.


• Post-Event Evaluation: Conduct post-event evaluations to measure the success of each event, gather insights, and identify areas for improvement.


• Compliance: Ensure all events comply with relevant policies and guidelines, including safety, privacy, accessibility, sustainability, diversity & inclusion.


• Special Projects and Initiatives: As assigned.

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• Less than 2 years domestic and international professional event planning experience in the realm of conferences and meetings Req

Licenses and Certifications

• Certified Meeting Professional (CMP) designation; Willing to attain CMP designation with in the first two (2) years of employment Pref

Skills and Requirements

• Certified Meeting Professional (CMP) designation preferred but not required.


• Proven experience as an event planner or coordinator, with a strong portfolio of successfully executed events.


• Excellent project management skills, including the ability to multitask and meet deadlines.


• Strong negotiation and vendor management skills.


• Proficiency in event planning software and tools such as Cvent.


• Exceptional communication and interpersonal skills.


• Creative thinking and problem-solving abilities.


• Attention to detail and a commitment to delivering high-quality events.


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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 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 II – Mobile Positions + '.

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'IEEE is an EEO/AAP Employer/Protected Veteran/Disabled

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'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. '

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