Event Planning Specialist

Vanguard Group, Inc.; Malvern (Chester County); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Vanguard Group, Inc. is seeking an experienced Event Planner, Specialist to lead end-to-end planning and execution of diverse events in Malvern, PA.

You will source venues, negotiate contracts, coordinate space layouts, F&B, and entertainment, and manage budgets and timelines. The role requires collaboration with senior leaders and cross-functional teams to ensure events align with strategic goals and deliver a seamless experience.

Qualifications

• Three years related work experience.
• Undergraduate degree or equivalent combination of training and experience.
• Strong background in corporate event planning and project management.
• Proven experience managing complex logistics and multiple vendors.
• Excellent organizational and communication skills.
• Ability to travel domestically up to 20%.
• Experience working with executive leadership and driving outcomes with diverse perspectives.

Responsibilities

• Sourcing venues and negotiating contracts.
• Coordinating room layouts, food and beverage, and entertainment.
• Managing vendors and audio/visual logistics.
• Overseeing event budgets and timelines.
• Collaborate closely with senior stakeholders and cross-functional teams to align with strategic goals and deliver a seamless experience.

Skills

Event planning

Project management

Vendor management

Organizational skills

Communication

Education

Undergraduate degree or equivalent

Job description

Join Our Team as an Event Planner, Specialist

Are you passionate about creating exceptional event experiences? Conference and Event Planning (CEP) is seeking a talented and driven Event Planning Specialist to join our dynamic team in Malvern, PA. In this role, you’ll have the opportunity to design and deliver world-class events that vary in size, format, and audience ranging from internal leadership meetings to large-scale conferences.

What You’ll Do

As an Event Planner, you’ll be responsible for the end-to-end planning and execution of events, including:

• Sourcing venues and negotiating contracts
• Coordinating room layouts, food and beverage, and entertainment
• Managing vendors and audio/visual logistics
• Overseeing event budgets and timelines
• Collaborate closely with senior stakeholders and cross-functional teams to ensure each event aligns with strategic goals and delivers a seamless experience.

What We’re Looking For

We’re seeking candidates with:

• Three years related work experience
• Undergraduate degree or equivalent combination of training and experience
• A strong background in corporate event planning and project management
• Proven experience managing complex logistics and multiple vendors
• Excellent organizational and communication skills
• The ability to thrive in a fast-paced, high-performance environment
• An ability to travel domestically up to 20%
• Experience working with executive leadership and a demonstrated ability to drive outcomes while embracing diverse perspectives is highly preferred

Vanguard’s hybrid work model is designed to balance flexibility with collaboration. This role requires in-office presence on Tuesdays through Thursdays to foster connection, learning, and teamwork, while Mondays and Fridays offer the option to work remotely.

Special Factors

Sponsorship

Vanguard is not offering visa sponsorship for this position.

About Vanguard

At Vanguard, we don’t just have a mission-we’re on a mission.

To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients’ lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best.

How We Work

Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.