Events Project Specialist - Contractor

IDC Colombia; México; Híbrido; MXN 350.000 - 550.000; Jornada completa

Descripción de la vacante

IDC seeks an Events Project Specialist to drive registration and engagement for LATAM conferences. You will provide operational and administrative support to LATAM Event Project Managers and Sr. Director, handling logistics, documentation, and finance tasks.

Responsibilities include venue research, travel coordination, vendor communications, and creating run-of-show materials, with strong emphasis on accuracy and proactive communication. Hybrid work and travel are involved.

Formación

• Fluent English (written and spoken).
• Hybrid work model with office attendance three times per week and events.
• Excellent organization, accuracy, and follow-through.
• Strong MS Office skills, especially Excel and PowerPoint.
• Experience with Monday.com or similar tools (project tracking).
• Comfortable working with contracts, invoices, and documentation.
• Familiarity with Cvent and Zoom is preferred.
• Self-starter with proactive communication.

Responsabilidades

• Event Logistics Support: research venues, coordinate travel, catering, AV, and run-of-show prep.
• Financial & Administrative Support: reconcile invoices, track budgets, log expenses, and prepare finance docs.
• Internal Scheduling & Team Coordination: schedule meetings, write agendas, distribute action items, maintain docs.
• Tools & Systems Administration: manage tasks in Monday.com, create documents in MS Office, support data entry in Cvent/Zoom.

Conocimientos

Fluent English

Excellent organization

Follow-through

Self-starting with proactive comms

MS Office proficiency

Experience with Monday.com

Familiarity with contracts/invoices

Cvent/Zoom familiarity

Herramientas

Excel

PowerPoint

Monday.com

Cvent

Zoom

Descripción del empleo

Overview

About the Role & Team

We are looking for a proactive individual to help drive registration and engagement for IDC's conferences and events across LATAM region. The Events Project Specialist role provides essential operational and administrative support to the LATAM Event Project Managers and Sr. Director, focusing on event logistics, documentation, and finance-related tasks. This role focuses on: -Operational admin for LATAM events. -Project management support -Follow-up with sponsors and event delivery-Willingness to travel-Logistics & vendor coordination support-Compliance with supplier financial approval processesThis position ensures that Project Managers and leadership can focus on strategy, quality, and higher-value work for the client, while maintaining accuracy, organization, and efficiency in all events.

What You’ll Do

. Event Logistics Support

• Research and book restaurants, venues, and meeting spaces for dinners and summits
• Coordinate travel arrangements, catering orders, shipping, and AV vendor communications
• Assist with preparation of event materials (run of show, decks, briefing documents)
• Support PMs with attendee list updates and Cvent event record maintenance

Financial & Administrative Support

• Collect, organize, and reconcile vendor invoices
• Track budget items, receipts, and expenses for PMs and Sr. Director
• Maintain financial logs and support P&L data entry
• Prepare finance documentation for leadership review
• Track outstanding payments and coordinate with finance

Internal Scheduling & Team Coordination

• Assist with meeting scheduling for PMs and Sr. Director (non-sales-related)
• Create agendas, take notes, and distribute action items after internal meetings
• Maintain team documentation in Teams/SharePoint

Tools & Systems Administration

• Maintain project tasks and deadlines in Monday.com
• Create internal documents and trackers in Excel, Word, and PowerPoint
• Support Cvent with basic updates and data entry
• Assist with Zoom meeting logistics for virtual events (non-hosting role)

What You Bring

Requirements

• Fluent English (written and spoken)
• Hybrid work model -with availability for office attendance three times per week and events.
• Excellent organization, accuracy, and follow-through
• Strong proficiency in MS Office Suite, especially Excel and PowerPoint
• Experience with Monday.com or similar tools
• Comfortable working with contracts, invoices, and documentation
• Familiarity with Cvent and Zoom preferred
• Self-starter with proactive communication

Why This Role Stands Out

At IDC, your work helps shape how the world understands technology and where it goes next. You collaborate with curious, high-caliber colleagues who value rigor, integrity, and shared success. As the premier global provider of trusted technology intelligence, IDC equips business and technology leaders with the evidence they need to make confident decisions. Our insights inform strategy, investment, and innovation across industries and regions.

Recognized by IIAR as Analyst Firm of the Year for five consecutive years, IDC sets the standard for credibility and impact. With more than 1,000 analysts worldwide and a truly global perspective, we combine deep expertise with practical relevance. Here, your ideas matter, your voice is heard, and your contributions provide the insights leaders rely on every day. It is meaningful work, backed by a culture that supports growth, collaboration, and long-term career development with a globally respected brand.

Equal Opportunity Employer

IDC is committed to providing equal employment opportunities for all qualified persons. Employment eligibility verification required. We participate in E-Verify.