Event Planner

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

📋 Description

• Supervise the complete coordination and execution of all event programs, concentrating on operational details.

• Oversee client-focused events, which include sourcing, negotiating and reviewing contracts, coordinating offsite activities, managing supplier payments, invoicing, and reconciliation.

• Direct events from their inception to delivery and financial reconciliation.

• Collaborate with client representatives to meet program goals and desired outcomes.

• Guide project teams in understanding client needs, expectations, business regulations, and objectives.

• Recognize opportunities to enhance the value of both existing and new business ventures.

• Develop and manage budgets for client events, ensuring agreed-upon profitability.

• Negotiate cost savings by securing enhanced commission rates and establishing preferred partner relationships.

• Provide advice on function-room arrangements, including layout, seating, audiovisual needs, and food and beverage requirements.

• Maintain project documentation while ensuring compliance with contract policies, documentation standards, and Service Level Agreements.

• Generate and manage virtual payments to suppliers.

• Complete Event Specific Agreements for each project.

• Prepare and review rooming lists.

• Carry out payment, billing, and final financial reconciliation processes.

• Deliver structured feedback on events through debrief notes.

• Attend meetings, record minutes, and follow up on action items.

• Provide support during on-site events and coordinate client venue visits when necessary.

• Utilize Reed & Mackay technology and systems in accordance with guidelines.

• Collaborate with the Events Leadership Team to ensure seamless client service.

⛳️ Requirements

• Demonstrated experience in planning a diverse range of events, including meetings, group accommodations, and venue sourcing.

• A minimum of 2 years of relevant meeting and event planning experience, ideally at both national and international levels.

• Strong client-facing, consultative, and presentation abilities.

• Excellent critical thinking and problem-solving skills.

• High attention to detail, exceptional customer service standards, and proven negotiation capabilities.

• Outstanding organizational skills with the capacity to manage multiple resources and concurrent priorities.

• Strong business acumen and commercial awareness.

• Effective influencing and stakeholder management abilities.

• Professional verbal and written communication skills.

• Proficient in the Microsoft Office Suite, modern project management tools, and venue sourcing platforms, particularly Cvent.

• Strong multitasking skills with an urgency-driven approach.

• Proven ability to adapt and succeed in a fast-paced, hyper-growth environment.

• Resourceful and independent thinker capable of troubleshooting issues and addressing complex customer inquiries.

• A track record of developing and maintaining strategic partnerships with clients, Account Managers, and Account Executives.

🏝️ Benefits

• Enhanced commission rates and preferred partner relationships for negotiating cost savings.

• Out-of-hours support as necessary (role expectation, not a conventional benefit).