Title: Events and Conferences Producer – Part Time Work
Duration: 4 Months with possibility of extension
Location: Springfield, MA (Remote/US based travel for on-site execution (will be reimbursed))
What is the work schedule look like? 20-30 hours per week; more hours when on-site for execution. Candidate needs to be able to work during normal eastern or central business hours
Pay Rates: $45/hr on W2
 
Job Description:
 
Work location: Remote/US based travel for on-site execution (will be reimbursed)
How much traveling? 6-10 events during the employment time frame, all over US
What is the work schedule look like? 20-30 hours per week; more hours when on-site for execution. Candidate needs to be able to work during normal eastern or central business hours
 
The Opportunity
We are hiring for contract role as an Event/Conference Producer, in partnership with the team lead, you will provide a consistent planning approach across all events by consulting with internal lines of business to execute small to medium size meetings and events. You will be responsible for executing the stakeholder's vision within the budget parameters. Execution responsibilities will include sourcing, contracting, registration website management, leading meetings with internal stakeholders, maintaining the project plan, food and beverage management, development of event specification guides, communications with stakeholders, and full on-site execution. This role is a part of the Event and Conference Management Team.  
 
The Team
The Event and Conference Management team manages all sponsored conferences, events, and meetings from discovery through execution. Our strategy is to streamline event management, identify cost savings, and seamlessly execute sponsored events. 
 
The Impact
Responsibilities will include but are not limited to:

• Management of business programs/meetings/events, which would include consulting with our business partners on their meeting requirements, leading project planning, managing the meeting budget, sourcing event venues, contract management, attend travel in conjunction with travel management vendor, registration website and mobile app development, food and beverage management, etc.
• Development of program specs and communications with vendors to clearly communicate execution of the event
• Schedule and lead planning meetings with stakeholders
• Clear follow up communications with event stakeholders ensuring awareness of project deadlines
• On-site execution of the event which would include leading pre-con meetings, vendor load in and set up, on-site registration management, staffing management, etc.
• Attendance of regular weekly meetings with ECM Director, event stakeholders, vendors, and other ECM support team members
• Ordering of on-site event supplies as needed, including but not limited to, office supplies, name badges, and signage
• Project management of event registration websites and mobile app builds
• Proof registration websites and mobile apps to ensure details are correct before launches
• Estimated 20-30 hours per week during planning. On site execution will require more hours.
• Have a team mentality, effectively collaborating with fellow communications areas across the enterprise.
• Demonstrate agility and flexibility to work on new areas or special projects as needed.
• Willing and able to travel to various events throughout the year in various US locations (approximately 8-10 events)

 
The Minimum Qualifications

• At least 7+ years' experience in meeting/event/conference planning
• Strong budgeting acumen
• Strong communication skills
• Experience supporting with executive leadership
• Tech-savvy and able to learn/adopt new technology tools and platforms quickly
• Organized and able to plan appropriate project timelines, work backward from deadlines, identify milestones and owners, and execute against a plan
• Advanced experience in PowerPoint
• Proven written and communication skills

 
The Ideal Qualifications

• Project management/program management skills
• Business communications experience
• Experience with AirTable and CVENT
• Continuous improvement mindset with a commitment to introducing new and innovative ideas and communications approaches
• Strong attention to detail
• Ability to work with a variety of behavioral styles & levels of management
• Ability to think and adapt quickly to a fast-moving range of issues while remaining calm under pressure
• Ability to be proactive, anticipate and problem solve quickly
• Available during normal business hours (eastern or central time zones)
• Availability to provide 20-30 hours of planning support per week

 
Skills:     Required

• PROJECT PLAN
• PROJECT MANAGEMENT
• STAFFING
• OFFICE SUPPLIES
• CONTRACT MANAGEMENT

 
Additional

• ORDERING
• BUDGET
• BUDGETING
• PROJECT PLANNING
• STRONG COMMUNICATION SKILLS
• TEAM LEAD
• FINANCIAL
• PROJECT MANAGEMENT
• AIRTABLE
• MICROSOFT POWERPOINT
• FOOD AND BEVERAGE OPERATIONS