Event Specialist

Jobrapido; Springfield (MA); On-site; USD 52,000 - 76,000; Full time

Job summary

Dynamic Events, a mid-level event position, seeks a mature professional with strong customer service skills to interact with the public at all levels from wait staff to CEO. The role requires flexibility, creative problem solving, and the ability to manage multiple priority projects.

The incumbent will work alongside team members at all levels, leveraging logistical expertise to ensure client expectations are exceeded and will participate in end-to-end event planning, vendor relations, and

Qualifications

• Minimum of 3 years of project management or event logistics experience.
• High school diploma required; college degree preferred.
• Proficient in Microsoft Office suite, especially Excel, Outlook, Teams and PowerPoint.
• Able to travel as needed.
• Excellent written and verbal communication.

Responsibilities

• Support tactical event, supplier, and workstream management.
• Be the point of contact and key member of the planning team.
• Manage end-to-end event processes including budgets, action items, production timelines, and space allocation.
• Coordinate onsite and hybrid delivery including A/V, scheduling, and venue needs.
• Analyze post-event results and report findings to stakeholders.

Skills

Excellent verbal and written contact

Project management

People skills

Multitasking

Data analysis

Education

High school diploma

College degree in a relevant field

Tools

Microsoft Excel

Microsoft Teams

PowerPoint

Outlook

Job description

Our Mission

Is to create meaningful and innovative experiences. Dynamic Events is a full-service agency specializing in corporate event and meeting planning. With over 20 years of industry experience we provide strategic and tactical solutions for the execution of in-person, digital, and hybrid events including proactive project management, logistics, content & speaker management, and expo and sponsor management.

Our Culture

Is intentional. We believe that every individual on our team contributes to our culture and we encourage everyone to advocate, to be leaders in their own way, and to foster a safe and inclusive environment. We believe in being adults, and treating others with the freedom, accountability, and respect that comes with it. We also believe that sometimes the right gif. in chat can speak louder than words.

Our Team

Is exceptional and dedicated. We are a small but motivated team who find true fulfillment and joy in living the day-to-day alongside each other (on good days and not so good days). We are passionate about events, about personal and professional growth, and most of all, passionate about supporting each other and having fun along the way. We invest in our future by creating a fun workplace full of creative, skilled, curious, and enthusiastic people.

The Job

This is a mid-level event position and requires a mature professional individual with strong customer service skills who can interact well with the public at all levels from wait staff to CEO. The position requires great flexibility, creative problem solving and the ability to manage multiple priority projects. The incumbent is responsible to work alongside team members of every level leveraging logistical expertise to ensure external client expectations are exceeded.

Major Accountabilities

• Heavily support in tactical event, supplier, and workstream management
• Is the point of contact and key member of the planning team- strategically anticipates needs and takes action
• Identify team needs and supports in management of processes for all events end-to-end (including budgets, action items, production timelines, event agenda, space allocation, scheduling and coordination)
• Leverage new technologies, strategies, and innovation to deliver value and unique experiences to our clients and attendees
• Schedule and run conference calls and meetings with key participants including meeting agendas, resources PPT decks and meeting notes
• Support relationships with vendors and clients
• Create event agenda with key stakeholders to optimize attendee flow, different learning opportunities, venue capacity, speaker needs and event goals and objectives
• Hands-on, daily management of all logistics, content, or expo workstreams and, working with Event Managers to become proficient in project management
• Identify and manage best onsite/ hybrid delivery, including but not limited to content, scheduling, room sets and floorplans, space planning, and A/V, electrical, internet and venue needs
• Measure and analyze post event results (evaluations, attendance, feedback) on events and communicate findings back to key stakeholders.
• Partner with other vendor and stakeholder teams to ensure execution of all deliverables is timely and accurate .
• Delegate, train and supervise junior level support personnel as needed
• Work with team leads to create and execute event staffing plan including, but not limited to, management of staffing tools, scheduling, executive and supplier level communications
• Source and evaluate vendors, venues, virtual platforms, speakers, and any other resources
• Participates in stakeholder meetings and can present information in a way that is professional, persuasive, and drives the project forward
• Manage and maintain email support alias for events; ensure a high standard of professionalism with both clients and attendees
• Create informative and actionable copy for speaker and stakeholder comms
• Travel onsite as needed including events not directly supported, assisting with set up, logistics and teardown
• Handle sensitive personally identifiable information (PII) and other confidential data in compliance with data privacy regulations and organizational best practices, ensuring integrity, confidentiality, and proper access controls.
• Represent Dynamic Events with the utmost professionalism providing quality customer service while maintaining strong ethical work standards

Key Competencies

• Excellent verbal and written communication
• A fast worker with excellent project management skills and the ability to work on time-sensitive, cross-functional initiatives in a fast-paced environment
• Strong data management, data analytics, and Microsoft Excel skills
• Ability to work independently as well as part of a team with minimal supervision, prioritize multiple tasks, and complete scheduled tasks on time under deadline pressures
• Ensure attention to detail and a high level of accuracy
• Strong customer service and people skills, managing client staff and professionally handling strong personalities
• Self-starting work ethic and able to identify team needs and take initiative
• Capable of learning quickly and grasping new tasks and technologies effectively and efficiently
• Resourceful and proactive
• Willingness to support events in various time zones and locations

Qualifications

• Proficient in Microsoft suite of products with an emphasis on Excel, Outlook, Teams and PowerPoint
• Ability to utilize Microsoft Teams and other platforms to lead internal and external calls/meetings
• Ability to learn all types of events and tradeshows
• Good analytical, writing, and communication skills
• Able to travel as needed
• Comfortable and experienced with executive level audience
• Ability to multitask and prioritize in a fast-paced work environment

Education & Experience

Minimum of 3 years of project management or event logistics experience, tech industry preferred

High school diploma required, college degree in relev.