Event Management Services Administrator

Job Summary 
The Event Management Services Administrator  serve as an administrator/coordinator, assisting with the planning and execution of IEEE meetings/conferences and events. The incumbent in this position will be assigned to various projects as a team-member and, on occasion for smaller projects. The incumbent works with the Director, CEE, conference and event planners, as well as customers including volunteers and staff to assist with planning and execution of IEEE meetings, conferences and events. This individual will also handle assignments across multiple events.

Duties will include submitting and managing requests for proposals, event registration tasks, creating bid analysis, creating daybooks and timelines, coordinating preparation and shipment of on-site meeting materials, assistance with the processing of contracts, payments and related tasks. Additionally, there will be some amount of event planning, logistics and vendor engagement.

The role reports to the Director, Event Management Services  and functions as an individual contributor. This position works with the ability to judge workload and balance priorities to consistently meet deadlines on assigned tasks/projects in an efficient manner and perform essential functions and reach desired outcomes with moderate supervision based on need and focus of end results. The role requires consistent, ongoing communication with multiple parties, anticipating and documenting team needs, project timelines and deliverables.

Key Responsibilities

• Respond to inquiries in a highly professional, organized, and expedited manner
• Schedule meetings, and conference calls when needed
• Support planners with venue research, vendor research, demos and site visits
• Assignments/projects to include coordination of meeting preparation materials including PowerPoint presentations, daybooks, timelines, speaker tent cards, event signage, handouts, etc.
• Assist with tasks related to contracting and payment processing
• Produce accurate, properly formatted departmental documents and reports under sometimes tight time constraints including hotel and registration cross-referencing
• Work with team to coordinate shipping requests and track shipping manifest to events
• Provide backup support to other administrative professionals as needed
• As needed, assist EMS team on-site at events