Assistant Event Planner

Meeting Achievements; Valparaiso (IN); Hybrid; USD 38,000 - 48,000; Full time

Benefits offered by this job

401(k) matching

Dental insurance

Flexible schedule

Health insurance

Health savings account

Paid time off

Parental leave

Vision insurance

Job summary

Meeting Achievements in Valparaiso, IN, seeks an Assistant Event Planner to manage speaker/attendee experience, marketing functions, vendor coordination, and technical support for high-quality conferences and events.

You will collaborate with Event Managers to coordinate registration, CME data systems, and Run of Show, ensuring customer and business goals are met with a smooth hybrid on-site/remote workflow.

Qualifications

• 1 year of event planning experience required.
• Experience coordinating speakers and travel arrangements.
• Strong written and verbal communication for attendees and vendors.
• Ability to manage registration systems and event materials.

Responsibilities

• Provide meticulous event planning support for on-site and virtual events.
• Collaborate with Event Managers to meet project deliverables.
• Plan, build, and manage event activities, websites, and registration.
• Manage Speaker Management: booking, travel, lodging, scheduling talks.
• Handle marketing elements: materials, signage, attendee packs.
• Oversee attendee management and CME data processes.
• Coordinate AV, décor, catering, transportation, and venue details.
• Work with production teams to ensure timely delivery of event elements.

Skills

Event planning

Marketing support

Vendor coordination

Speaker management

Attendee management

Websites/registration systems

Tools

Registration systems

Website management

CME data system

Job description

As the Assistant Event Planner, you will manage the speaker/attendee experience, marketing function, vendor coordination, and technical support for events that will produce high-quality conference/event experiences, ensuring Customer and Business goals are met.

Essential Job Functions & Expected Outcomes: Your Accountabilities in the Role

Achieving Event Excellence to Meet Customer & Business Goals: 100 % of the Job

• Provides meticulous event planning support on tactical and administrative elements for events, completing elements completely, on-time, and error free.
• Collaborates with Event Managers to provide assistance, as needed, to ensure project deliverables are being met
• Plans, builds and manages event activities, websites and registration systems to support the planning and execution of the event.
• Manages the Speaker Management process, including booking speakers, coordinating travel and lodging, and scheduling speaking times for events as needed.
• Manages the marketing elements for events, including the development and distribution of event materials, venue signage, and attendee packs, collaborating with client to promote and publicize event to maximum attendance, materials should be accurate and on-time.
• Manages all aspects of attendee management including CME data system processes, attendee engagement, attendance tracking, facilitating attendee communication, and answering attendee requests to ensure seamless experience for event attendees.
• Assists Event Managers in organizing and confirming all facility and event details such as audiovisual, décor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, speakers, etc. to keep project moving forward.
• Coordinates with production teams and vendors to create and/or gather event elements and ensure event elements are produced and delivered in a complete, accurate, and on-time manner within project scope.
• Partners with Event Managers to build virtual platforms and load event content for virtual/hybrid conferences, as needed to meet customer and event goals.
• Attends events and assists with managing the production of the event ensuring event runs smoothly and accordingly.
• Coordinates the details of the event to ensure compliance with ACCME, insurance, legal, health and safety regulations.
• Handles any arising issues and troubleshoots any emerging problems on the event day ensuring customer satisfaction.
• Assists in creating “Run of Show” for events to keep all associated parties on schedule.
• Partners with the Event Manager as needed to ensure event development and production exceeds client expectations.
• Conducts pre and post event evaluations and reports on outcomes in a timely manner to determine event successes and pitfalls.
• Proposes ideas to improve processes, services, and event quality to continually enhance customer satisfaction and business goals.
• Assists with market research, gathering information, and delivering findings to Event Managers on projects as needed
• Maintains and edits event websites, databases, information systems, and reports where applicable, ensuring data is complete and accurate.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Vision insurance

Experience:

• event planning: 1 year (Required)

Ability to Commute:

• Valparaiso, IN 46383 (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: Hybrid remote in Valparaiso, IN 46383