Sr. Specialist, Event Experience

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keywords: summary,job description,work environment,support,contract management,leadership,relations,education & experience,communication,proficiency,skills,values,physical requirements

Full Time

Overview: <br />The Senior Specialist, Event Experience is a key member of SHRM&rsquo;s Event Strategy and Experience team which is ultimately responsible for the planning and execution of SHRM&rsquo;s Annual Conference and specialty conference portfolio. The Senior Specialist is an experienced event professional that specializes in flawless event planning and execution. They must stay abreast of industry best practices and trends and have proven experience leading various event logistics functions. The consummate collaborator, the Senior Specialist, Event Experience has a knack for building relationships and multi-tasking numerous projects simultaneously. The Senior Specialist is driven by the goal to raise the bar and elevate the event experience.<br /><br /><strong>Work Environment:</strong><br /><br />Work is regularly performed in a combination of office and conference and events settings and routinely uses standard office equipment.
Responsibilities: <br /> <p class="resetParagraphCSS"><strong>Event Management &amp; Logistics:</strong></p> <ul> <li>Leads venue management and space allocation planning for convention center and hotel-based conferences.</li> <li>Supports management of conference housing contracts and block planning. Analyzes weekly/monthly/program reports including housing block pick up and concession tracking.</li> <li>Leads food and beverage planning for attendee and vendor meals as well as supports planning of special events.</li> <li>Leads creation of Banquet Event Orders, Audio Visual Event Orders, Wi-Fi, electrical, and program specs.</li> <li>Supports planning and training of temporary staff, contractors, and conference volunteers. Manages other vendors as assigned.</li> <li>Manages special audiences including VIP experiences, seating, and more.</li> <li>Supports transportation and health and safety efforts.</li> <li>Leads creation of project timelines and manages deadlines.</li> <li>Coordinates site visits and leads cross-functional team planning meetings.</li> </ul> <br /> <p class="resetParagraphCSS"><strong>Budget and Contract Management:</strong></p> <ul> <li>Collaborates on fiscal year planning.</li> <li>Tracks expenses for assigned event projects. Reconciles invoices.</li> <li>Analyzes and makes recommendations of vendor and venue proposals to RFP bids. Supports bid process as needed.</li> <li>Reviews contracted services and suggests contract changes and addendums as necessary.</li> <li>Liaises with SHRM Accounting and Legal teams as needed on contracted scopes of work, master services agreements, addendums, and more.</li> </ul> <br /> <p class="resetParagraphCSS"><strong>Relationship Building and Other Duties:</strong></p> <ul> <li>Builds relationships with internal and external partners, vendors, and venues through fierce collaboration skills.</li> <li>Represents SHRM and SHRM&rsquo;s guiding principles in all interactions. Manages other duties as assigned.</li> </ul>
Requirements: <br /> <p class="resetParagraphCSS"><strong>Education &amp; Experience Requirements:</strong></p> <ul> <li>Bachelor&rsquo;s degree in Business, Marketing, Communications, Hospitality, Public Relations, or equivalent relevant work experience/training.</li> <li>At least 5-8 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.</li> <li>Expertise with corporate and/or city-wide conferences and expositions.</li> <li>Clear demonstration of successful project management for both live and virtual events/conferences, budget development and management, relationship management with vendors and partners, conference housing management, as well as vendor and VIP management.</li> </ul> <br /> <p class="resetParagraphCSS"><strong>Knowledge, Skills &amp; Abilities:</strong></p> <ul> <li>Avid consumer of event industry trends.</li> <li>Strong budget and project management, customer service, collaboration, and time management skills.</li> <li>Leadership ability working in a cross-functional team.</li> <li>Consistent attention to detail, organization, prioritization, and analytic skills with an ability to multi-task and manage complex projects.</li> <li>Ability to forge strong relationships with internal and external stakeholders at all levels.</li> <li>Experience working with volunteer supported events.</li> <li>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.</li> <li>Excellent communication skills.</li> <li>Good judgment skills and adherence to deadlines.</li> <li>Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, event management and registration platforms, conference applications, NetSuite, Adobe, and financial software.</li> </ul> <br /> <p class="resetParagraphCSS"><strong>Physical Requirements:<br /><br /></strong></p> <ul> <li>Must be able to perform essential duties satisfactorily with reasonable accommodations.</li> <li>Able to travel 20-30% of the time.</li> </ul>