Associate Event Planner - Hybrid & Onsite Support

Vanguard; Malvern (Chester County); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Vanguard in Malvern, PA seeks an Associate Event Planner to support planning, execution, and post-event follow-up for meetings and events conducted in-person, virtually, or in hybrid formats. You will coordinate workstreams, maintain event records and playbooks, manage vendor activities, logistics, and payments, assist on-site and virtual delivery, and capture lessons learned for continuous improvement.

The role requires strong organizational, documentation, and communication skills, with some

Qualifications

• Related event, hospitality, administrative, financial, procurement, or operational experience.
• Undergraduate degree or equivalent combination of training and experience.
• Strong organizational, documentation, communication, and attention-to-detail skills.
• Demonstrated ability to manage multiple priorities, deadlines, and partner relationships.

Responsibilities

• Supports event planning and execution by coordinating assigned workstreams, milestones, and deliverables using established event strategies and project plans.
• Documents event strategies, requirements, decisions, roles, timelines, outcomes, and lessons learned. Maintains accurate and accessible event records throughout the planning lifecycle.
• Develops and maintains event playbooks, process documentation, policies, procedures, templates, checklists, trackers, and planning tools. Identifies gaps, risks, and incorporates approved updates.
• Coordinates assigned vendor activities and deliverables, including service requirements, timelines, documentation, invoices, and payment status. Escalates performance, cost, or service concerns.
• Facilitates supplier onboarding and purchasing activities, including purchase requisitions, purchase orders, approvals, and supporting documentation.
• Supports accounts payable and Concur reporting by routing invoices and expense reports, maintaining documentation, tracking payments, reconciling expenses, and addressing routine discrepancies.
• Coordinates event logistics, including registration, attendee communications, speaker support, meeting space, food and beverage, audiovisual requirements, transportation, supplies, and event materials.
• Supports on-site and virtual event execution and delivery of assigned event workstreams. Resolves routine operational issues and escalates matters that may affect timing, cost, quality, or attendee experience.
• Coordinates shipping, receiving, inventory, distribution, and return of event materials and equipment.
• May support travel coordination by gathering requirements, communicating approved details, and coordinating itineraries or transportation.
• Supports post-event activities, including communications, surveys, data collection, financial reconciliation, shipment returns, and documentation of outcomes and lessons learned.
• Identifies, documents, and reports operational, financial, vendor, compliance, and attendee-experience risks. Maintains risk logs and escalates concerns in accordance with established event procedures.
• Participates in special projects and performs other duties as assigned.

Skills

Event planning

Vendor coordination

Documentation

Attention to detail

Communication

Education

Undergraduate degree

Tools

Concur

Job description

Vanguard in Malvern, PA seeks an Associate Event Planner to support planning, execution, and post-event follow-up for meetings and events conducted in-person, virtually, or in hybrid formats. You will coordinate workstreams, maintain event records and playbooks, manage vendor activities, logistics, and payments, assist on-site and virtual delivery, and capture lessons learned for continuous improvement.

The role requires strong organizational, documentation, and communication skills, with some