Senior Specialist, Event Logistics

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.

Alexandria, VA

SHRM

<em><strong>BETTER WORKPLACES. BETTER WORLD.</strong></em><br /><br />SHRM, the Society for Human Resource Management, creates better workplaces where employers and employees thrive together. As the voice of all things work, workers and the workplace, SHRM is the foremost expert, convener and thought leader on issues impacting today&rsquo;s evolving workplaces. With 300,000+ HR and business executive members in 165 countries, SHRM impacts the lives of more than 115 million workers and families globally.<br /><br />Are you interested in growing your career with us? If so, we encourage you to explore our available career opportunities and join our team at SHRM today!<br /><br />To view our Statement of Accessibility, click <a href="https://us60.dayforcehcm.com/CandidatePortal/en-US/shrm/SITE/EXTERNAL/Home/StatementOfAccessibility" target="_blank" title="SHRM Statement of Accessibility" rel="noopener noreferrer">here</a>.&nbsp; https://www.shrm.org/pages/default.aspx

keywords: job description,summary,work environment,analysis,event management,budgets,strategy,education & experience,proficiency,business,leadership,skills,values,physical requirements

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Overview: <br />The Senior Specialist, Event Logistics is an experienced planner who contributes to the successful execution of SHRM&rsquo;s major conference offerings, including the Annual Conference &amp; Expo, multiple specialty conferences, and other hybrid meetings and events reaching between 100 &ndash; 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&rsquo;s live and virtual conferences.<br /><br /> <div><strong><span style="font-family: Arial; font-size: medium;"><br />Work Environment:<br /><br /></span></strong><span style="font-family: Arial; font-size: medium;">Work is regularly performed in a combination of office and conference settings and routinely uses standard office equipment.&nbsp;</span><span style="font-family: Arial; font-size: medium;">Travel Required: Moderate 20-30%.</span></div>
Responsibilities: <br /> <ul> <li><span style="font-family: Arial; font-size: medium;">Contracts, requests for proposals (RFPs) &amp; bid analysis:&nbsp;</span></li> <ul> <li><span style="font-family: Arial; font-size: medium;">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</span></li> <li><span style="font-family: Arial; font-size: medium;">Produces detailed analysis of bid submissions from venue, hotel, and/or service providers to team&rsquo;s leadership, including negotiation goals and final outcomes, selection recommendations, and contract finalization with SHRM Legal department and selected partners</span></li> </ul> <li><span style="font-family: Arial; font-size: medium;">Event Management and Vendor Relationship:</span></li> <ul> <li><span style="font-family: Arial; font-size: medium;">Housing contracting, management, and reporting of attendee, staff, vendor, and specialty blocks</span></li> <li><span style="font-family: Arial; font-size: medium;">Housing history reports, negotiation of addendums to existing agreements, and new contracts based on evolving event strategy</span></li> <li><span style="font-family: Arial; font-size: medium;">Build and maintain event planning partnerships and submit periodic evaluations of SHRM account values.</span></li> </ul> <li><span style="font-family: Arial; font-size: medium;">Budgets &amp; forecasts:&nbsp;</span></li> <ul> <li><span style="font-family: Arial; font-size: medium;">Serve as budget liaison for Accounting on reporting and post-meeting reconciliation</span></li> <li><span style="font-family: Arial; font-size: medium;">Responsible for the creation of large event budgets, spend tracking, and updates based on event parameters and evolving target goals</span></li> <li><span style="font-family: Arial; font-size: medium;">Collaborate on Spring and Fall forecasts&nbsp;</span></li> <li><span style="font-family: Arial; font-size: medium;">Analysis of utilization reports and invoicing of outsourced contractors against agreements</span></li> </ul> <li><span style="font-family: Arial; font-size: medium;">Operational analysis &amp; strategy responsibilities including:</span></li> <ul> <li><span style="font-family: Arial; font-size: medium;">Event function space and room block analysis&nbsp;</span></li> <li><span style="font-family: Arial; font-size: medium;">Operational analysis of internal and outsourced onsite conference functions and its temporary staff, contractor, and volunteers</span></li> <li><span style="font-family: Arial; font-size: medium;">Banquet Event Orders, Audio Visual Event Orders, signage, programs, and floorplan reviews and editing</span></li> <li><span style="font-family: Arial; font-size: medium;">Production of professional presentation decks for internal stakeholders&nbsp;</span></li> <li><span style="font-family: Arial; font-size: medium;">Other duties and projects as assigned to support SHRM events</span></li> </ul> </ul>
Requirements: <br /> <div> <ul> <li><span style="font-family: Arial; font-size: medium;">Bachelor&rsquo;s degree in Event Management, Hospitality, Marketing, Communications, Business, Accounting, English, or equivalent relevant work experience and training.</span></li> <li><span style="font-family: Arial; font-size: medium;">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.</span></li> <li><span style="font-family: Arial; font-size: medium;">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</span></li> <li><span style="font-family: Arial; font-size: medium;">Demonstrated expertise in live and virtual events/conferences, including experience with digital event hosting platforms, web content uploading and editing, and mobile apps</span></li> <li><span style="font-family: Arial; font-size: medium;">Clear demonstration of successful project and assigned event team management&nbsp;</span></li> <li><span style="font-family: Arial; font-size: medium;">Strong financial data, project management, customer service, collaboration, and time management skills&nbsp;</span></li> <li><span style="font-family: Arial; font-size: medium;">Consistent attention to detail, organization, prioritization, and analytic skills with an ability to multi-task and manage complex projects</span></li> <li><span style="font-family: Arial; font-size: medium;">Leadership ability with experience working in and leading a cross-functional team&nbsp;</span></li> <li><span style="font-family: Arial; font-size: medium;">Ability to forge strong relationships with internal and external stakeholders at all levels</span></li> <li><span style="font-family: Arial; font-size: medium;">Experience working with volunteer supported events</span></li> <li><span style="font-family: Arial; font-size: medium;">Self-starter attitude with the ability to work collaboratively across the entire SHRM organization, with an inclination to achieve the &ldquo;best possible&rdquo; result for members and customers</span></li> <li><span style="font-family: Arial; font-size: medium;">Excellent communication skills, including public speaking expertise and effective written communication abilities</span></li> <li><span style="font-family: Arial; font-size: medium;">Good judgment skills and adherence to deadlines</span></li> <li><span style="font-family: Arial; font-size: medium;">Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, event management and registration platforms, conference applications, NetSuite, Adobe, and financial software</span></li> <li><span style="font-family: Arial; font-size: medium;">Avid consumer of event trends with an ability to see how SHRM can innovate our offerings</span></li> <li><span style="font-family: Arial; font-size: medium;">Strategic and critical thinking skills</span></li> <li><span style="font-family: Arial; font-size: medium;">Candidates must have a proven commitment to SHRM's six Guiding Principles:</span></li> <ul> <li><span style="font-family: Arial; font-size: medium;">Bold Purpose</span></li> <li><span style="font-family: Arial; font-size: medium;">Excellence &amp; Accountability</span></li> <li><span style="font-family: Arial; font-size: medium;">Flexibility &amp; Agility</span></li> <li><span style="font-family: Arial; font-size: medium;">Smart &amp; Curious</span></li> <li><span style="font-family: Arial; font-size: medium;">Collaborative Openness</span></li> <li><span style="font-family: Arial; font-size: medium;">Push Back to Move Forward</span></li> </ul> </ul> </div> <div><strong><span style="font-family: Arial; font-size: medium;"><br />Physical Requirements:<br /><br /></span></strong></div> <div> <ul> <li><span style="font-family: Arial; font-size: medium;">Must be able to perform essential duties satisfactorily with reasonable accommodations</span></li> <li><span style="font-family: Arial; font-size: medium;">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</span></li> <li><span style="font-family: Arial; font-size: medium;">Visual acuity requirements include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus</span></li> <li><span style="font-family: Arial; font-size: medium;">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</span></li> </ul> </div>