Conference Planner - Logistics

Gartner, Inc.; North Sydney Council; On-site; AUD 90,000 - 120,000; Full time

Job summary

Gartner, Inc. is seeking an experienced conference operations professional to support flawless delivery across global events. You will plan, organize and execute logistics from development through wrap-up, manage venue and staff, and help with budgets and forecasts.

You will collaborate across cross-functional teams, handle VIP experiences, and ensure high-quality event experiences, while maintaining procedures and travel to conferences as needed.

Qualifications

• Bachelor’s Degree preferred.
• 2-3 years of event experience preferred.
• Proven event operational skills including production schedules, budget management and event staffing.
• Proven experience in managing agency and vendor partners.
• Project management and/or end-to-end event management and delivery to senior level clients.
• Strong interpersonal and relationship building skills especially with senior level professionals, cross-functionally and with agency partners.
• Excellent written/oral communication and presentations skills.
• Demonstrated ability to adapt, implement and manage change and strive for continuous improvement.
• Strong financial management skills.
• Motivated team player with desire to learn and grow.

Responsibilities

• Supporting the flawless delivery of Conferences while working as part of the global event operations team.
• Plan, organize, and execute event logistics with guidance from Conference Manager from initial stages of development, through on-site and conference wrap-up.
• Support Conference Manager with venue management including but not limited to rooms, meeting facilities, F&B and housing.
• Communication and collaboration across Conference Production cross-functional teams to ensure seamless delivery of first-class events and experiences, and awareness of event strategies.
• Manage the shipment of all freight to onsite conferences.
• Book and arrange for the temporary staff to support the event and manage them onsite.
• Supporting the Conference Manager on conference budgets with direct responsibility for some line items and helping produce accurate monthly forecasts and manage expenses effectively.
• Leadership and execution of VIP member experiences, business unit and segmented program deliverables within a Destination Conference.
• Overall responsibility for event budgets for Exclusive Member Experiences activities.
• This includes preparation, negotiations, accurate monthly forecasts.
• Alert management for risks and recommendations for corrective action.
• Actively participate in the process of reviewing, enhancing and executing event features and programs, analyzing attendee feedback to ensure we are delivering exceptional, relevant event experiences.
• Follow standard operating procedures in line with the global standards.
• Be a key member of the global event operations team – build effective relationships with peers in all regions, take and share best practices to continuously raise the level of our events across the world.
• Ability to travel approximately 15% to attend Gartner Conferences, both domestic and regional

Skills

Interpersonal skills

Project management

Budget management

Vendor management

Communication skills

Attention to detail

Strategic thinking

Financial management

Team player

Education

Bachelor's Degree

Job description

What will you do:

• Supporting the flawless delivery of Conferences while working as part of the global event operations team.
• Plan, organize, and execute event logistics with guidance from Conference Manager from initial stages of development, through on-site and conference wrap-up.
• Support Conference Manager with venue management including but not limited to rooms, meeting facilities, F&B and housing.
• Communication and collaboration across Conference Production cross-functional teams to ensure seamless delivery of first-class events and experiences, and awareness of event strategies.
• Manage the shipment of all freight to onsite conferences.
• Book and arrange for the temporary staff to support the event and manage them onsite.
• Supporting the Conference Manager on conference budgets with direct responsibility for some line items and helping produce accurate monthly forecasts and manage expenses effectively.
• Leadership and execution of VIP member experiences, business unit and segmented program deliverables within a Destination Conference.
• Overall responsibility for event budgets for Exclusive Member Experiences activities.
• This includes preparation, negotiations, accurate monthly forecasts.
• Alert management for risks and recommendations for corrective action.
• Actively participate in the process of reviewing, enhancing and executing event features and programs, analyzing attendee feedback to ensure we are delivering exceptional, relevant event experiences.
• Follow standard operating procedures in line with the global standards.
• Be a key member of the global event operations team – build effective relationships with peers in all regions, take and share best practices to continuously raise the level of our events across the world.
• Ability to travel approximately 15% to attend Gartner Conferences, both domestic and regional

What you will need:

• Bachelor’s Degree preferred
• 2-3 Years of event experience preferred
• Proven event operational skills including production schedules, budget management and event staffing.
• Proven experience in managing agency and vendor partners.
• Project management and/or end-to-end event management and delivery to senior level clients.
• Strong interpersonal and relationship building skills especially with senior level professionals, cross-functionally and with agency partners
• Creative, innovative and strategic thinker with a strong attention to detail
• Strong financial management skills
• Motivated team player with desire to learn and grow
• Excellent written/oral communication and presentations skills
• Demonstrated ability to adapt, implement and manage change and strive for continuous improvement
• Ability to thrive in high pressure situations
• Client focused - superior customer service and relationship skills
• High sense of urgency and prioritization, and ability to multitask across global teams
• Strong executive presence and confident decision maker

Who are we?

At Gartner, Inc. (NYSE:IT), we guide the leaders who shape the world. Our mission relies on expert analysis and bold ideas to deliver actionable, objective business and technology insights, helping enterprise leaders and their teams succeed with their mission‑critical priorities. Since our founding in 1979, we’ve grown to 20,000 associates globally who support over 13,000 client enterprises in ~90 countries and territories. We do important, interesting and substantive work that matters. That’s why we hire associates with the intellectual curiosity, energy and drive to want to make a difference. The bar is unapologetically high. So is the impact you can have here.

What makes Gartner a great place to work?

Our vast, virtually untapped market potential offers limitless opportunities – opportunities that may not even exist right now – for you to grow professionally and flourish personally. How far you go is driven by your passion and performance. We hire remarkable people who collaborate and win as a team. Together, our singular, unifying goal is to deliver results for our clients. Our teams are inclusive and composed of individuals from different geographies, cultures, religions, ethnicities, races, genders, sexual orientations, abilities and generations. We invest in great leaders who bring out the best in you and the company, enabling us to multiply our impact and results. This is why, year after year, we are recognized worldwide as a great place to work.

Gartner is the world authority on AI

At Gartner, you’ll join a company at the very center of the AI revolution. Gartner has proactive, objective guidance throughout clients’ AI journeys. We set the standard for how organizations leverage artificial intelligence to drive meaningful impact. You’ll have access to unmatched resources, expertise, and technology, and play a key role in helping Gartner and our clients innovate and grow as we leverage AI to transform business and technology landscapes. It’s an exciting time to be at Gartner, with limitless opportunities to make a real impact, grow your skills, and build a lasting, meaningful career in a field that’s reshaping the way we operate. If you’re passionate about AI and want to be part of a team that’s guiding the leaders who shape the world, Gartner is the place for you.

What do we offer?

Gartner offers world‑class benefits, highly competitive compensation and disproportionate rewards for top performers. In our hybrid work environment, we provide the flexibility and support for you to thrive — working virtually when it's productive to do so and getting together with colleagues in a vibrant community that is purposeful, engaging and inspiring.

Equal Employment Opportunity

The policy of Gartner is to provide equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, ancestry, disability, veteran status, or any other legally protected status and to seek to advance the principles of equal employment opportunity. Gartner is committed to being an Equal Opportunity Employer and offers opportunities to all job seekers, including job seekers with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company’s career webpage as a result of your disability.

You may request reasonable accommodations by calling Human Resources at [phone] or by sending an email to [e-mail].

Additional Information

At Gartner, we guide the leaders who shape the world. Over 13,000 client enterprises worldwide rely on Gartner for actionable, objective business and technology insights. Our teams of thinkers and doers know that staying curious is the best way to shape the future, for ourselves and our clients. Our sustained success creates limitless opportunities for you to grow professionally and flourish personally. We have a vast, virtually untapped market potential ahead of us, providing you with an exciting trajectory long into the future. How far you go is driven by your passion and performance. In our hybrid work environment, we provide the flexibility and support for you to thrive — working virtually when it's productive to do so and getting together with colleagues in a vibrant community that is purposeful, engaging and inspiring.