Executive Events Experience Specialist

SHI International Corp.; New Jersey; Hybrid; USD 50,000 - 65,000; Full time

Benefits offered by this job

Health and wellness benefits

Continuous professional growth opportunities

Diversity commitment

Job summary

SHI International Corp. is looking for an Executive Events Experience Specialist to support large and small scale events in Somerset, NJ. This specialized role emphasizes exceptional customer service through effective coordination and relationship management within the Executive Briefing Center.

The ideal candidate will manage logistics, negotiate contracts with vendors, and collaborate with marketing to ensure outstanding event execution. A Bachelor's degree and 2-3 years of relevant experience are required.

Qualifications

• 2-3+ years of experience in event planning or catering in a corporate, hotel, conference center, or banquet environment.
• 2-4 years of experience working with sales organizations and/or senior-level executives.
• Ability to adapt to changing priorities and handle unanticipated situations effectively.

Responsibilities

• Coordinate logistics for all customer events including travel, lodging, and catering.
• Collaborate cross-functionally to define and execute program goals.
• Develop and manage project timelines, task lists, and event budgets.

Skills

Project Management

Communication

Customer Service

Organization

Negotiation

Problem-Solving

Time Management

Interpersonal Skills

Education

Bachelor's Degree or equivalent relevant work experience

Tools

Microsoft Office (Outlook, Teams, SharePoint, Excel, PowerPoint, Word)

Concur or travel carrier tools

Job description

About Us

Since 1989, SHI International Corp. has helped organizations change the world through technology. We’ve grown every year since, and today we’re proud to be a $16 billion global provider of IT solutions and services. Over 17,000 organizations worldwide rely on SHI’s concierge approach to help them solve what’s next. But the heartbeat of SHI is our employees – all 7,000 of them. If you join our team, you’ll enjoy:

• Our commitment to diversity, as the largest minority‑and‑woman‑owned enterprise in the U.S.
• Continuous professional growth and leadership opportunities.
• Health, wellness, and financial benefits to offer peace of mind to you and your family.
• World‑class facilities and the technology you need to thrive – in our offices or yours.

Job Summary

The Executive Events Experience Specialist supports the planning and execution of both large‑ and small‑scale customer events within SHI’s Executive Briefing Center (EBC) and Integration Centers. This role focuses on delivering exceptional customer experiences through proactive relationship management, agenda development, and seamless coordination of event logistics. The Specialist collaborates closely with the Executive Briefing Center team to ensure high‑quality, well‑executed events. This position reports to the Manager of Executive Events Experience and requires onsite presence at the SHI Somerset, NJ office a minimum of three days per week, with additional in‑office time required during peak event periods.

Role Description

• Coordinate logistics for all customer events, including travel, lodging, meeting locations, catering, reservations, off‑site activities, transportation, guest arrival support, and speaker coordination.
• Arrange logistics for customer visits, including scheduling integration tours at SHI facilities such as the AI Labs, Data Center Factory, End User Integration Center, and Customer Integration Center.
• Collaborate cross‑functionally to define and execute program goals in a structured manner.
• Negotiate and execute contracts with vendors including caterers, hotels, AV providers, transportation services, recreation venues, and promotional suppliers.
• Develop and manage project timelines, task lists, and planning cadences.
• Organize and lead recurring planning and task meetings for assigned projects.
• Ensure accuracy of event content and reporting.
• Partner with Marketing teams to plan and execute large, multi‑tiered customer events, including Summits and Huddles.
• Create and manage event budgets and reconcile expenses with the Accounting Department.
• Engage with vendors, employees, customers, and partners throughout events.
• Collaborate with Partner Marketing to secure event funding.
• Work with AV teams to ensure all technical requirements are met.
• Anticipate and address customer needs during on‑site meetings and events.
• Resolve issues in real time, communicate effectively with venues and teams, and maintain strong team collaboration.
• Develop event agendas and provide hands‑on support during events, including travel coordination, catering execution, breakout sessions, transportation logistics, and attendee movement.
• Maintain master tracking reports (expenses, attendees, presenters) and provide data for ROI analysis.
• Provide support across Executive Briefing Center functions as needed.
• Adjust work schedules to meet event and operational needs.
• Maintain business professional attire at all times.

Behaviors and Competencies

• Multi‑Tasking: Identify opportunities for task optimization, propose solutions, and manage multiple tasks without explicit instructions.
• Negotiation: Identify opportunities for compromise, propose solutions, and take action to influence outcomes without explicit instructions.
• Collaboration: Actively participate in team discussions, respect differing opinions, and collaborate with others to achieve common goals.
• Communication: Effectively communicate complex ideas and information, and adapt communication style to the audience.
• Organization: Prioritize daily tasks, manage personal workflow, and utilize basic tools to keep track of responsibilities.
• Problem‑Solving: Identify problems, propose solutions, and take action to resolve them without explicit instructions.
• Time Management: Use time effectively and work towards improving task prioritization and deadline management.
• Follow‑Through: Manage multiple tasks, prioritize effectively, and meet deadlines without needing explicit reminders.
• Leadership: Identify team dynamics, propose strategies, and take action to ensure team cohesion and productivity without explicit instructions.
• Adaptability: Adjust to changes in the work environment, manage multiple tasks, and effectively handle uncertainty.
• Detail‑Oriented: Identify errors or inconsistencies in work and make necessary corrections.

Skill Level Requirements

• Strong leadership and project management skills with the ability to lead events from start to finish.
• Excellent problem‑solving, organizational, and time management skills.
• Strong customer service orientation with a personable and professional demeanor.
• Ability to demonstrate poise, tact, and diplomacy with internal and external stakeholders.
• Excellent attention to detail and ability to prioritize while managing multiple deadlines.
• Ability to adapt to changing priorities and handle unanticipated situations effectively.
• Strong verbal and written communication skills.
• Ability to work both independently and collaboratively in a fast‑paced, team‑based environment.
• Ability to maintain professionalism under pressure.
• Strong interpersonal skills with the ability to build and maintain effective working relationships.
• Ability to manage sensitive information and maintain confidentiality.
• Ability to learn and operate briefing center equipment.

Other Requirements

• Completed Bachelor’s Degree or equivalent relevant work experience.
• 2‑3+ years of experience in event planning or catering in a corporate, hotel, conference center, or banquet environment.
• 2‑4 years of experience working with sales organizations and/or senior‑level executives.
• Proficiency with Microsoft Office tools including Outlook, Teams, SharePoint, Excel, PowerPoint, and Word.
• Experience using Concur or travel carrier tools (e.g., JetBlue, United).
• Required to work onsite in Somerset, NJ at least three days per week, with additional in‑office time as needed to support events.
• Ability to travel up to 20% and support local off‑site events as needed.
• Flexibility to work outside standard business hours, including evenings, weekends, and accommodating last‑minute schedule changes due to events or operational needs.

Preferred

• Experience working with CRM systems and event management platforms such as Cvent and ON24.

The estimated annual pay range for this position is $50,000 - $65,000 which includes a base salary. The compensation for this position is dependent on job‑related knowledge, skills, experience, and market location and, therefore, will vary from individual to individual. Benefits may include, but are not limited to, medical, vision, dental, 401(k), and flexible spending.

Equal Employment Opportunity – M/F/Disability/Protected Veteran Status