Client Experience Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Strategize, organize, and implement virtual, hybrid, and in-person client events with increasing levels of complexity.

• Oversee event schedules, run-of-show, participant registration, and post-event follow-up activities.

• Manage the selection of venues and digital platforms, including room blocks, audiovisual requirements, catering, signage, entertainment, and shipping logistics.

• Liaise with platform providers, venues, and vendors; secure quotes and confirm deliverables.

• Obtain necessary permissions, licenses, certificates of insurance, and vendor documentation.

• Monitor event budgets, process invoices and purchase orders, and reconcile expenditures.

• Facilitate communication with clients and attendees, including invitations, registration support, and outreach initiatives.

• Provide on-site and virtual support for events, encompassing setup, attendee experience, speaker and exhibitor requirements, and technical follow-up.

• Independently resolve standard event issues and consult senior team members for more complex scenarios.

• Conduct post-event debriefings and evaluations; analyze feedback and metrics to recommend enhancements.

• Collaborate with marketing, communications, and business development teams to enhance event visibility and promotional campaigns.

• Maintain event calendars, vendor records, attendee lists, and documentation related to client experiences.

• Assist in onboarding less-experienced team members.

• Perform additional tasks as assigned.

• Report to the Director of Client Experience and Events.

⛳️ Requirements

• High school diploma or equivalent is required.

• A Bachelor’s degree (BA or BS) in Marketing, Communications, Business, or a related field is preferred.

• A combination of education and experience may be considered on a 1:1 basis.

• Minimum of 3 years of experience in event planning, client experience, marketing coordination, or a related domain.

• Proven experience in coordinating logistics for live and/or virtual events, including vendor and venue management.

• Solid understanding of event planning practices, covering budgeting, logistics, vendor management, and on-site execution.

• Exceptional organizational and time management skills, with the capability to manage multiple events and deadlines concurrently.

• Strong written and verbal communication skills for effective interaction with clients, vendors, and internal stakeholders.

• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).

• Ability to exercise sound judgment in routine situations and seek guidance for complex tasks.

• Maintain confidentiality regarding client and company information.

• Capability to lift and transport event materials and work non-standard hours during events.

• A valid driver's license is required.

• Willingness to travel up to 30% for business purposes, including potential overnight, holiday, and weekend trips.

• Preferred: 5 years of experience in event planning or client experience within a professional services, architecture/engineering, or geospatial context.

• Preferred: Experience in coordinating trade shows and conference exhibits.

• Preferred: Background in supporting executive-level or client-facing programs.

• Preferred certifications: CMP, CSEP, or CTSM.

• Preferred: In-depth knowledge of CRM and proposal management systems.

• Preferred: Strong business acumen and commercial awareness.

🏝️ Benefits

• Freedom to Work program: Customize your schedule and location (as appropriate).

• Principal program: Opportunity to become an owner of the firm.

• Flexible paid time off/vacation policy.

• Opportunities for career development and learning.

• Comprehensive health, life, vision, and dental insurance.

• Paid sick leave.

• Retirement savings plan.

• Fitness reimbursement program.

• Pet insurance options.

• Identity protection services.

• Technology stipend provided.

• Employee assistance program available.