Event Planner

Intercontinental Exchange Holdings, Inc.; Jacksonville (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Intercontinental Exchange, Inc. is seeking an energetic Event Planner to join our marketing team. The role supports end-to-end planning of conferences, virtual events, and executive forums across the U.S., focusing on logistics, coordination, and high-quality attendee experiences.

The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities in a fast-paced setting, with office-based work five days a week and occasional travel, including some weekends.

Qualifications

• Exceptional project management and organizational skills.
• Excellent verbal and written communication skills.
• Ability to prioritize and meet deadlines.
• Willingness to travel and work evenings/weekends as needed.

Responsibilities

• Coordinate end-to-end logistics for in-person conferences, executive forums, and ICE events, incl. venue sourcing, vendor mgmt, catering, A/V and on-site setup.
• Support the planning and technical execution of virtual events, including platform setup, speaker coordination, and attendee communications.
• Develop and maintain detailed event timelines, run-of-show documents, and production schedules.
• Serve as on-site event coordinator for select events, including occasional weekend travel.
• Liaise with vendors, venues, and suppliers; gather and compare quotes and ensure timely delivery of contracted services.
• Track event-related expenses and assist with budget reconciliation and purchase order processing.
• Maintain accurate vendor records, contracts, and post-event documentation.
• Manage promotional item inventory and fulfillment for events, and reconcile inventory post-event.
• Manage event registration platforms and attendee lists; send invitations, confirmations, and logistical communications.
• Coordinate speaker and VIP logistics, including travel, accommodations, and briefing materials.

Skills

Project management

Organizational skills

Verbal and written communication

Microsoft Office Suite

Education

Bachelor's degree in Marketing, Business, Hospitality, or related field

Tools

Microsoft Office Suite

Job description

Overview

Job Purpose

Intercontinental Exchange (ICE) is seeking an energetic and highly organized Event Planner to join our marketing team. The position will support the planning and end-to-end execution of events across the U.S., including conferences, virtual events, and exclusive executive forums that engage senior corporate leaders globally. This role will focus on event logistics, coordination and execution, helping deliver high quality experiences for both internal and external audiences.

The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment while supporting continuous improvement in event processes and execution quality.

This position is office-based (5 days / week) with occasional travel, including some weekends.

Responsibilities

• Event Logistics & Execution
  • Coordinate end-to-end logistics for in‑person conferences, executive forums, and proprietary ICE events, including venue sourcing, vendor management, catering, A/V, and on‑site setup.
  • Support the planning and technical execution of virtual events, including platform setup, speaker coordination, and attendee communications.
  • Develop and maintain detailed event timelines, run‑of‑show documents, and production schedules.
  • Serve as an on‑site event coordinator for select events, including occasional weekend travel.
• Vendor & Budget Coordination
  • Liaise with external vendors, venues, and suppliers; gather and compare quotes and ensure timely delivery of contracted services.
  • Track event‑related expenses and assist with budget reconciliation and purchase order processing.
  • Maintain accurate vendor records, contracts, and post‑event documentation.
  • Manage promotional item inventory, including ordering branded merchandise, tracking stock levels, coordinating fulfillment for events, and reconciling inventory post‑event.
• Attendee & Stakeholder Management
  • Manage event registration platforms and attendee lists; send invitations, confirmations, and logistical communications.
  • Coordinate speaker and VIP logistics, including travel, accommodations, and briefing materials.
  • Serve as a responsive point of contact for attendee inquiries before and during events.
• Reporting & Process Improvement
  • Compile post‑event recaps including attendance data, feedback, and key takeaways.
  • Maintain and update internal event calendars, project trackers, and shared documentation.
  • Identify opportunities to improve event workflows and contribute to the development of scalable best practices.

Knowledge and Experience

• Bachelor's degree in Marketing, Business, Hospitality, or a related field.
• 2+ years of experience in corporate events management.
• Exceptional project management and organizational skills.
• Strong prioritization and commitment to deadlines.
• Excellent verbal and written communication skills.
• Ability to work in a highly collaborative environment and as part of a cross‑disciplinary team.
• Proficiency with Microsoft Office Suite (Excel, PowerPoint, Outlook, Word).
• Willingness to travel and work occasional evenings and weekends as events require.

Preferred Knowledge and Experience

• Experience with event management or registration platforms (e.g., Cvent, Eloqua, ON24).
• Exposure to B2B or financial services marketing environments.
• Familiarity with project management tools (e.g., Monday.com, Smartsheet).
• Experience supporting executive‑level or client‑facing events.

Intercontinental Exchange, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to legally protected characteristics.