IEEE

Temporary Administrator, Conference and Events Services - 250196: N/A

Description

The overall purpose of this position is to provide a Best-in-Class quality of service to all clients supported by IEEE USA.

Event Planning: timely communication and meeting and event management. This position serves as subject matter expert as assigned on all aspects of event, meeting, and conference planning, and IEEE USA policy and procedures as they apply to conferences, events, and the corporate meetings of the organization. The incumbent in this position provides recommendations on venues, room set-up, equipment and other event attributes needed to best serve the objectives of the event, enabling clients to focus on the content delivery rather than the logistical/project management aspects of the event. S/he partners with the clients as the subject matter expert and project manager to facilitate the execution of assigned meetings and events. They assist the IEEE Professional Core and Volunteers in process management to ensure efficient procedures and offer continual improvement to existing processes for the optimization of operational excellence as assigned.

Key Responsibilities

Event Management Services

• Concurrent serves as project lead and/or team member, as assigned.
• Manages, organizes, and executes all logistical aspects of assigned events and projects, within budget plans and/or guidelines (F&B, Setup, AV, Exhibits, Special Events, Companion programs, shipping, etc.)
• Prepares timelines, status reports, cost analysis, and other reports as requested. Maintains and updates event day books.
• Event Sourcing, and vendor selection including research, analysis, and recommendations • Works with venue staff and all vendors to ensure that the event is executed seamlessly
• Manages venue/supplier finances, including credit filing, and billing reconciliation • Prioritizes the importance of both IEEE professional core and volunteer requests
• Provides onsite management for meetings, conferences, and/or other events

Registration and Housing Management

• Develops and maintains a working knowledge of registration database and other tools utilized in support of the business
• Creates and maintains online (web-based) registration and housing forms; and attendee communications• Coordinates room block management Reports ongoing registration statistics to clients

Special projects/initiatives as assigned.

Qualifications

Education

Bachelor's degree or equivalent experience Req

Work Experience

2-4 years of Professional event planning experience in the realm of conferences and meetings Req

4-7 years of Executive support, including etiquette, protocol, and administrative operations Req

Licenses and Certifications

Certified Meeting Professional (CMP), or willingness to attain Pref

Skills and Requirements

Moderate to heavy travel schedules domestic and international in support of the above

Ability to work extended hours and weekends to meet event needs.

Must be technologically savvy, and display a willingness to seek out technology solutions to business challenges.

Proficiency working with an electronic sourcing tool is a plus (Cvent, Starcite, etc.)

An accomplished industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completion

Advanced negotiation and contracting skills - ability to understand and interpret financial data

Demonstrated strategic thinking related to assigned events for securing future business opportunities

Account/Portfolio Management experience preferred.

Association event planning experience is preferred, but not required.

Exhibit management experience is preferred but not required.

Proven track record of managing large-scale events.

Experienced and adept in hotel/conference center policies, operations, and procedures including knowledge of banquet service etiquette, menu planning, and wine-selection principles.

Exceptional project and time management skills with the ability to prioritize and oversee multiple events concurrently – skilled in multitasking.

Excellent listening, organizational, planning, and time management skills.

Excellent interpersonal skills; Interacts heavily with diverse IEEE professional core/volunteers; requires diplomacy and tact to deal with all levels - must be sensitive to differences and positions.

Dedication to detail and the ability to work under pressure in a deadline-driven environment.

Flexibility and the ability to adapt to change in a dynamic environment.

Must be committed to working both independently and as a team player.

Ability to relate well with others, build relationships and constructively interact with a variety of employees, volunteers and vendors.

Job

: Meeting & Event Management

Primary Location

: United States-Washington District of Columbia-District of Columbia

Schedule

: Full-time

Job Type

: Temporary

Job Posting

: Jul 7, 2025, 1:56:02 PM

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