Event Specialist

Cynosure, Inc.; San Francisco, Northern (CA, KY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Cynosure, Inc. is seeking an Event Specialist to manage a broad range of nationwide tradeshows and workshops. The role involves coordinating internal meetings, liaising with sales teams and vendors, and ensuring on-site execution and issue resolution.

The ideal candidate has 3–5 years of events and exhibit planning experience, excellent communication, and strong organizational skills. Frequent travel is required to support events at various locations.

Qualifications

• Bachelor’s degree required.
• 3–5 years of events and exhibit planning experience.
• Excellent verbal and written communication skills.
• Highly organized with strong interpersonal skills.

Responsibilities

• Plan and execute external facing workshops, internal meetings, and industry tradeshows.
• Work with creative services, regional sales managers, and sales reps to plan and execute event promotions (e.g., e-Blasts, direct mailings, invitations, social posts, videos).
• Prepare name tags, marketing materials, manuals, confirmation packages, registration lists, etc.
• Maintain Cvent & Salesforce registration data and provide lead, attendee, and registration reports.
• Negotiate contracts with seminar venues, vendors and service providers.
• Travel 25% nationwide for onsite logistics; up to 50–75% during peak periods.
• Manage event budgets and monthly reporting; coordinate meeting logistics (manuals, literature, materials, PowerPoint, A/V, catering, shipping).
• Collaborate with product managers to keep materials current; update event website calendars.
• Communicate meeting details to internal and external teams and speakers.

Skills

MS Office

Salesforce

Wordpress

Cvent

Education

Bachelor’s degree

Job description

RESPONSIBILITIES:

The Event Specialist may be responsible for a wide array of nationwide tradeshows, planning and executing customer facing workshops and coordination of internal meetings and events. Provides preliminary negotiation and review of contracts and other documents and serves as the liaison between event registrants, attendees, sales representatives, vendors and speakers.The specialist must apply robust tracking and follow-up to ensure that all event details are managed and responsible for resolving problems and issues that arise onsite and available on-call for events not traveled to.

EDUCATION:

Bachelor’s degree required

EXPERIENCE:

A minimum of 3 to 5 years prior experience in events and exhibit planning experience. Previous experience working on multiple projects and changing priorities.

PERSONAL:

Excellent verbal and written communication skills.Highly organized and possesses good interpersonal skills.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Plan and execute external facing workshops, internal meetings, and industry tradeshows
• Work closely with creative services, regional sales managers, and sales representatives to plan, create, schedule, and execute event promotions, e.g., e-Blasts, direct mailings, invitations and social media posts, tradeshow videos, etc.
• Prepare name tags, marketing materials, manuals, confirmation packages, registration lists, etc.
• Maintain Cvent & Salesforce registration data base and provide lead, attendee and registration reports to cross functional teams
• Negotiate contracts with seminar venues, vendors and service providers
• Quarterly travel to manage onsite logistics with venue and regional sales staff for seminars and other events (required travel for back-up and peak periods) Total travel: 25% nationwide
• Manage individual event budget with other team members for monthly reporting and report in numbers to the appropriate Sr. Event Specialist
• Coordinate all meeting logistics: management of manuals, literature, marketing materials, PowerPoint presentations, a/v, electrical, catering and shipping
• Work with product managers to keep product materials, promotional materials and presentations current
• Maintain quarterly seminar and tradeshow schedule to event website on main webpage
• Communicate meeting details to both external and internal cross-functional teams as well as our speakers
• 50-75% travel required, including overnight and weekends to events

SKILLS:

• MS Office Proficiency (Word, Excel and Power Point), Salesforce, Wordpress
• Cvent experience preferred but not required
• Superior written and spoken communication skills
• Must have excellent attention to detail and the ability to effectively multi-task in a deadline driven atmosphere

FUNCTIONAL EXPERTISE:

• Strong interpersonal skills
• Strong organizational skills
• Strong event planning and logistics experience
• Ability to work under pressure and tight deadlines in fast-paced environment

BEHAVIORAL AND INTERPERSONAL:

• Highly organized
• Problem solver
• Flexible and adaptable to change
• Analytical thinker
• High energy