Event Planning Manager

Stefanini Group; Atlanta (GA); On-site; USD 55,000 - 75,000; Full time

Job summary

Stefanini Group in Atlanta seeks an experienced Event Planner to manage live events such as symposia, advisory boards, steering committee meetings, and masterclasses. Responsibilities include sourcing venues, negotiating contracts, selecting food and beverage, managing room blocks, and supervising onsite logistics including AV and materials.

The role also oversees budgets, cost forecasting, and live reconciliations with Finance.

Qualifications

• Minimum five years experience in conference/event planning, preferably in the healthcare industry.
• Experience planning and managing events ranging in attendance from 25-500
• Expert knowledge of MS Excel and all other Microsoft Office software
• Working knowledge of Google Applications (Gmail, Sheets, Docs, Forms)
• Strong attention to detail and ability to manage and prioritize multiple projects simultaneously with excellent organizational skills
• Strong written and verbal communication skills, the ability to interact with internal teams along with external vendors and clients
• Demonstrated ability to work independently and with dynamic teams
• Ability to work in a team environment, pro-active, relationship building, customer service focused, take charge problem solver with an outgoing personality
• Knowledge of Workfront is a plus
• Must be able to travel up to 40% of the time and work nights and weekends (international travel is a possibility)
• Ability to lift up to 50 pounds when preparing event materials for shipment and executing events onsite

Responsibilities

• Plan and execute event logistics for live events (venues, vendors, contracts)
• Forecast and track event budgets and cost savings
• Process payments and reconcile live events with Financial Operations
• Manage shipping of materials and inventory of supplies
• Develop onsite marketing tactics to drive attendance
• Train freelance/associate staff on event planning processes
• Identify opportunities to improve processes and attendee experience
• Participate in available training opportunities

Skills

Attention to detail

Organizational skills

Communication skills

Team player

Problem solving

Travel flexibility

Deadline-driven

Customer service oriented

Tools

MS Excel

Google Apps

Workfront

Job description

• Plan and execute event logistics for live events such as Symposia, Advisory Boards, Steering Committee Meetings, and Masterclasses. Responsibilities encompass venue and vendor sourcing, contract negotiations, food and beverage selection, room block management, onsite staff supervision, event setup and flow oversight, and audiovisual, furniture, and other onsite materials coordination.
• Manage event budgets, ensuring proper forecasting and tracking of cost savings for all assigned programs
• Collaborate with the Financial Operations team to process payments and complete live event reconciliations
• Manage shipping of event materials and track supplies inventory in coordination with other members of the Event Management team
• Partner with Program Management and Audience Engagement teams to develop effective onsite marketing tactics to generate onsite event attendance
• Assist with training freelance and Associate Event Management staff on the Live business and internal processes surrounding the planning of our events
• Continuously identify opportunities to improve internal processes and onsite attendee experiences
• Participate in available training opportunities as directed by management
• Who You Are
• A team player with proven ability to work in a highly deadline-driven, fast-paced environment
• Someone who enjoys event planning and has a strong eye for detail
• A highly organized individual with the ability to work on multiple tasks at the same time while always checking for accuracy
• Creative problem-solver able to pivot quickly between tasks and adapt to rapidly shifting priorities
• Someone who obtains satisfaction in completing work on time with minimal errors
• Results-oriented individual who jumps in and tackles new assignments and constantly looks for ways to innovate
• Someone who can positively receive feedback to improve performance
• High professionalism and easy rapport in building collaborative work relationships
• Enjoys leveraging technology to make the job easier
• Have the ability to work weekends and travel for assigned events

Qualifications

• Minimum five years experience in conference/event planning, preferably in the healthcare industry
• Experience planning and managing events ranging in attendance from 25-500
• Expert knowledge of MS Excel and all other Microsoft Office software
• Working knowledge of Google Applications (Gmail, Sheets, Docs, Forms)
• Strong attention to detail and ability to manage and prioritize multiple projects simultaneously with excellent organizational skills
• Strong written and verbal communication skills, the ability to interact with internal teams along with external vendors and clients
• Demonstrated ability to work independently and with dynamic teams
• Ability to work in a team environment, pro-active, relationship building, customer service focused, take charge problem solver with an outgoing personality
• Knowledge of Workfront is a plus
• Must be able to travel up to 40% of the time and work nights and weekends (international travel is a possibility)
• Ability to lift up to 50 pounds when preparing event materials for shipment and executing events onsite