Event Specialist

The Davis Companies Inc.; Lowell (MA); Hybrid; USD 45,000 - 65,000; Full time

Job summary

The Davis Companies Inc. is seeking an experienced Event Planner to support planning and execution of domestic corporate events from conception through post-event evaluation.

You will collaborate with Sales, Creative, AV, Marketing, and Operations to ensure flawless events, manage budgets, venues, registrations, and vendor contracts, and provide end-to-end support in a hybrid work setup.

Qualifications

• Bachelor's degree or equivalent.
• 2+ years in event planning, meeting management, or related experience.
• Experience managing multiple events with varying levels of complexity.
• Strong project management and organizational skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Experience with event tools such as Cvent, Concur, and MS Office preferred.

Responsibilities

• Serve as lead planner for domestic meetings and events with up to 50 attendees.
• Manage event logistics from initial planning through post-event wrap-up.
• Act as primary liaison between event stakeholders and internal teams (Sales, Creative, AV, Marketing, Operations).
• Lead pre-event planning meetings and post-event debrief sessions.
• Coordinate venue logistics, hotel accommodations, and room block management.
• Oversee attendee registration, communications, and rooming lists.
• Manage food & beverage, AV, internet, transportation, and related services.
• Develop and monitor event budgets; reconcile expenses and maintain records.
• Collaborate with stakeholders to execute pre-, onsite, and post-event activities.
• Manage vendor contracts, invoicing, and service delivery.
• Gather feedback to improve event quality and attendee experience.

Skills

Event planning

Meeting management

Vendor coordination

Budgeting

Communication skills

Project management

Education

Bachelor's degree or equivalent

Tools

Cvent

Concur

Microsoft Office

Job description

Event Planner

6 month contract with potential of extension or conversion depending on business needs

Monday - Friday: 8aM - 5PM (Monday - Wednesday in office, Thursday/Friday work from home)

About the Role

We are seeking a highly organized and proactive Event Planner to support the planning and execution of domestic corporate events. This individual will work closely with the Manager of Events and collaborate with cross-functional teams to deliver exceptional event experiences from conception through post-event evaluation.

Key Responsibilities

• Serve as the lead planner for domestic meetings and events with up to 50 attendees.
• Manage event logistics from initial planning through post-event wrap-up.
• Act as the primary liaison between event stakeholders and internal teams including Sales, Creative, AV, Marketing, and Operations.
• Lead pre-event planning meetings and post-event debrief sessions.
• Coordinate venue logistics, meeting space requirements, hotel accommodations, and room block management.
• Oversee attendee registration, communications, and rooming lists.
• Manage food and beverage, audiovisual needs, internet connectivity, transportation, and other event-related services.
• Develop and monitor event budgets, ensuring cost-effective solutions while meeting program objectives.
• Reconcile event expenses and maintain accurate financial records.
• Partner with internal stakeholders to execute pre-event, onsite, and post-event activities.
• Manage vendor relationships, including contract coordination, invoicing, and service delivery.
• Gather and communicate feedback to continuously improve event quality and attendee experience.
• Communicate effectively with leadership, vendors, and internal stakeholders regarding event details and status updates.
• Ensure all activities align with company policies, procedures, and quality standards.
• Provide additional event support as needed.

Qualifications

Required

• Bachelor's degree or equivalent combination of education and experience.
• 2+ years of event planning, meeting management, or related experience.
• Experience managing multiple events with varying levels of complexity.
• Strong project management and organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving, analytical, and decision-making skills.
• Ability to work independently while collaborating effectively across teams.

Preferred

• Experience with event management and business tools such as Cvent, Concur, and Microsoft Office Suite.
• Experience managing event budgets and vendor relationships.
• Corporate event planning experience preferred.