Event Planner

01A; United States; On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Healthcare coverage

Retirement savings programs

Paid parental leave

Flexible time off

Company-provided lunches

Job summary

Navan, a global AI-powered business travel and expense platform, seeks a seasoned events professional to lead end-to-end event planning for key clients in the U.S. You will collaborate with operations, team leads, and the events organization to deliver flawless experiences and maximize commercial revenue.

You will oversee budgets, SOWs, venue setups, and post-event debriefs, ensuring SLAs and contract policies are met while driving client satisfaction and ROI.

Qualifications

• Proven experience planning meetings and events.
• 2+ years of current event planning experience, ideally national and international.
• Strong client-facing, consultative, and presentation skills.
• Excellent communication and organizational abilities.
• Ability to manage budgets, contracts, and reconciliations.

Responsibilities

• Oversee the coordination and execution of entire event programs with a focus on operations.
• Manage client-based events: sourcing, contract review, offsite activity coordination, payments, invoicing, reconciliation.
• Lead events from conception through delivery and financial reconciliation.
• Collaborate with client contacts to fulfill program objectives and outcomes.
• Provide guidance to the project team on client needs, expectations, and business rules.
• Develop and manage client event budgets for profitability via negotiation and commercial awareness.
• Negotiate costs leveraging preferred partner relationships to maximize income.

Skills

Project management

Negotiation

Vendor management

Client relationship management

Communication

Tools

Cvent

Microsoft Office

CRM systems

Job description

With a reputation built on excellence, innovation, and exceptional service, we empower our clients through high-touch, high-impact experiences powered by proprietary technology and world-class talent. As our U.S. Events footprint continues to grow, we are seeking a dynamic, service-obsessed, and commercially minded professional who leads by example and delivers flawless experiences that consistently exceed expectations.

In this pivotal role, you will spearhead end-to-end event planning for key clients while collaborating closely with operational leaders, Team Leads, and our wider events organization. You will leverage deep market expertise to advance client objectives, cultivate lasting cross-functional partnerships across Reed & Mackay, and maximize commercial revenue generation—all while delivering outstanding return on investment for our partners.

What You’ll Do:

• Oversee the comprehensive coordination and execution of entire event programs, focusing on operational aspects
• Manage specified client-based events including sourcing, contract negotiation and review, offsite activity coordination, supplier payments, invoicing, and reconciliation
• Lead events from conception through to delivery and financial reconciliation
• Collaborate closely with client contacts to comprehend and fulfill program objectives and outcomes
• Provide clear guidance to the project team regarding client needs, expectations, business rules, and objectives
• Identify opportunities to increase the value of existing and new business
• Develop and manage client event budgets, ensuring agreed profitability through careful negotiation and commercial awareness
• Maximize all income opportunities by leveraging enhanced commission rates and preferred partner relationships to negotiate cost savings
• Agree and advise on setups for function rooms, including layout, seating, AV, and food & beverage needs
• Provide out-of-hours support as necessary
• Identify critical success factors for projects based on clients' success measures
• Maintain meticulous project documentation to ensure compliance with contract policies, documentation standards, and Service Level Agreements
• Generate and maintain virtual payments to suppliers as required
• Responsible for completing Event Specific Agreements on a per-project basis
• Prepare and review rooming lists in a timely manner to meet agreed deadlines
• Ensure timely completion of payment, billing processes, and final financial reconciliation
• Provide structured event feedback to all stakeholders through debrief notes for inclusion in account reviews
• Attend internal and external meetings as required, document minutes, and follow up on outstanding action items
• Support on-site events when necessary and coordinate client venue visits upon request
• Comply with Reed & Mackay technology usage guidelines and systems as required
• Work closely with the Events Leadership Team to deliver a seamless, professional service to clients

What We’re Looking For:

• Proven experience planning a variety of events, including meetings, group accommodation, and venue sourcing
• 2+ years of current, relevant meeting and event planning experience, ideally both nationally and internationally
• Positive interpersonal skills with the ability to build and maintain strong relationships with colleagues, clients, and suppliers
• Self-motivated, fostering a sense of enthusiasm and collaboration across the team
• Strong client-facing, consultative, and presentation skills
• Excellent critical thinking and problem-solving abilities
• Open-minded, adaptable, and receptive to change in a fast-paced environment
• Strong attention to detail, high customer service standards, and proven negotiation skills
• Exceptional organizational skills with the ability to coordinate multiple resources and concurrent priorities
• Ability to remain calm, focused, and effective under pressure in high-stress situations
• Solid business acumen and commercial awareness
• Effective influencing and stakeholder management skills
• Professional verbal and written communication skills
• Proficient in Microsoft Office Suite, modern project management tools, and venue sourcing platforms (especially Cvent)
• Strong multitasking capabilities with an urgency-driven mindset to resolve time-sensitive issues efficiently
• Empathetic approach paired with consistent, polished professionalism
• Proven ability to adapt and thrive within a hyper-growth environment
• Resourceful, independent thinker capable of troubleshooting issues and resolving complex customer inquiries
• Track record of developing and maintaining strategic client, Account Manager, and Account Executive partnerships

Pay Range

The posted pay range represents the anticipated low and high end of the compensation for this position and is subject to change based on business need. To determine a successful candidate’s starting pay, we carefully consider a variety of factors, including primary work location, an evaluation of the candidate’s skills and experience, market demands, and internal parity.

For roles with on-target-earnings (OTE), the pay range includes both base salary and target incentive compensation. Target incentive compensation for some roles may include a ramping draw period. Compensation is higher for those who exceed targets.

$60,000 — $70,000 USD

Human oversight:

Navan uses AI-assisted Automated Employment Decision Tool (Metaview) to assist with evaluating resumes against job qualifications for this role. All final decisions are made by human recruiters and hiring managers.

Metaview does not automatically reject candidates or make final hiring decisions. Our recruiters and hiring managers review all outputs and make the final hiring decision regarding every application.

• Your rights: If you prefer to have your application reviewed without AI assistance, you may request a human evaluation by entering your email here. Your decision to do so will not affect how your candidacy is evaluated.

About Navan

Navan (Nasdaq: NAVN) is the global AI-powered business travel and expense platform that makes travel easy for frequent travelers. From finding flights and hotels, to automating expense reconciliation, with 24/7 support along the way, Navan delivers an intuitive experience travelers love and finance teams rely on. See how Navan customers benefit and learn more at navan.com.

Culture of Excellence

Our team is our competitive edge — a high-performance group of smart, driven people committed to winning together. This dedication to excellence is why we’ve been recognized as a Best Place to Work by Built In (2023–2026), a G2 Best Global Software Company (2025–2026), Forbes Cloud 100 (2022–2025), and CNBC Disruptor 50 (2022–2025). At Navan, we provide an environment where top talent excels, offering the autonomy and fast-paced trajectory needed to build a defining career and do the best work of your life.

Our Benefits

Navan offers a comprehensive benefits program designed to support your well‑being, financial security, and life outside of work. Our benefits, thoughtfully tailored by country to meet local needs, include healthcare coverage, insurance offerings, and wellness resources for you and your family.

We support long‑term financial growth through retirement savings programs and opportunities to participate in our equity plans, so you can share in Navan’s success. To promote balance, we offer flexible time off, country‑specific holidays, and paid parental leave for all new parents. Additional benefits include connectivity and commuting support*, mental health resources, and exclusive travel‑related perks. Wherever you’re based, our benefits evolve with you.

*Applies to select locations.

Workplace Policy

Navan believes in the value of in‑person connections, whether that’s sitting down to have lunch with one another, taking a walking 1:1, or collaborating in a room together. The connections forged through face‑to‑face interactions improve company culture and drive business results. Navan invests in global office spaces — in the U.S., Europe, and Asia, among others — that feel welcoming. In‑office perks such as company‑provided lunches and happy hours create a strong team environment to help you do your best work. Our employees work from the office four days a week. Please expect this policy for all roles that are tied to an office.

Equal Opportunity

Navan is an equal opportunity employer. We make all employment decisions based solely on merit. We provide equal employment opportunity to all applicants and employees without discrimination on the bases of race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We prohibit any such discrimination or harassment. This policy applies to all terms and conditions of employment, including hiring.

Accommodations

Navan complies with the Americans with Disabilities Act (ADA), as amended by the ADA Amendments Act, and all applicable state or local law. Navan will reasonably accommodate qualified individuals with a disability in connection with applications for employment as required by law.

If you need any assistance or accommodations due to a disability, you are welcome to email us at talent‑[e-mail].

Candidate Privacy Notice and Use of AI

As part of the recruitment process, certain personal data may be processed using automated tools, including tools that use AI. For details on how Navan collects and uses your personal data, please review Navan's Candidate Privacy Notice here.