Event Management Services Administrator

IEEE; Piscataway Township (NJ); On-site; USD 55,000 - 75,000; Full time

Job summary

IEEE is seeking an Event Management Services Administrator to help plan and execute IEEE meetings, conferences and events. You will work with the Director of EMS and colleagues to manage registrations, proposals, daybooks and timelines, ensuring on-time delivery of materials and smooth on-site operations.

Ideal candidates have 2–4 years of administrative experience, proficiency in Microsoft Office, and familiarity with event software such as Cvent.

Qualifications

• Bachelor's degree or equivalent experience preferred but not required.
• 2-4 years administrative experience required.
• Event planning experience preferred.

Responsibilities

• Assist with planning and execution of IEEE meetings and events.
• Submit and manage requests for proposals and event registrations.
• Create daybooks and timelines and coordinate on-site materials.
• Assist with contracting and payment processing tasks.
• Prepare and format departmental documents and reports under deadlines.
• Support EMS team on-site at events as needed.

Skills

Microsoft Office

Communication

Education

Bachelor's degree or equivalent experience

Tools

Cvent

Job description

IEEE is an EEO/AAP Employer/Protected Veterans/Disabled

We require all applications on line, if you require assistance contact . [e-mail]

Job Description - Event Management Services Administrator (260300)

Job Description

Event Management Services Administrator - 260300 : OPS-B40

Description

Job Summary

The Event Management Services Administrator serve as an administrator/coordinator, assisting with the planning and execution of IEEE meetings/conferences and events.

The incumbent in this position will be assigned to various projects as a team-member and, on occasion for smaller projects.

The incumbent works with the Director, CEE, conference and event planners, as well as customers including volunteers and staff to assist with planning and execution of IEEE meetings, conferences and events.

This individual will also handle assignments across multiple events.

Duties will include submitting and managing requests for proposals, event registration tasks, creating bid analysis, creating daybooks and timelines, coordinating preparation and shipment of on-site meeting materials, assistance with the processing of contracts, payments and related tasks. Additionally, there will be some amount of event planning, logistics and vendor engagement.

The role reports to the Director, Event Management Services and functions as an individual contributor. This position works with the ability to judge workload and balance priorities to consistently meet deadlines on assigned tasks/projects in an efficient manner and perform essential functions and reach desired outcomes with moderate supervision based on need and focus of end results. The role requires consistent, ongoing communication with multiple parties, anticipating and documenting team needs, project timelines and deliverables.

Key Responsibilities

• Respond to inquiries in a highly professional, organized, and expedited manner
• Schedule meetings, and conference calls when needed
• Support planners with venue research, vendor research, demos and site visits
• Assignments/projects to include coordination of meeting preparation materials including PowerPoint presentations, daybooks, timelines, speaker tent cards, event signage, handouts, etc.
• Assist with tasks related to contracting and payment processing
• Produce accurate, properly formatted departmental documents and reports under sometimes tight time constraints including hotel and registration cross-referencing
• Work with team to coordinate shipping requests and track shipping manifest to events
• Provide backup support to other administrative professionals as needed
• As needed, assist EMS team on-site at events

Qualifications

Education

• Bachelor's degree or equivalent experience preferred but not required

Work Experience

• 2-4 years Administrative experience required.
• Event planning experience preferred

Skills and Requirements

• Proficient in Microsoft suite. Knowledge of Cvent preferred but not required.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

IEEE is an EEO/AAP Employer/Protected Veteran/Disabled

A non-profit organization, IEEE is the world's leading professional association for the advancement of technology.

Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.