Job Details
Job ID: 1648
Job Title: Global Event Planner
Job Type: Direct Hire
Level: Experienced - Non Managerial
Location: United States-California-Torrance

Job Description
Description: Responsible for managing global events and ensuring deadlines and budgets are adhered to. Coordinate activities and make arrangements for group meetings, events, or conferences.
Requirements/Qualifications: QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must have a high degree of client service orientation. Ability to work overtime with short notice.

• 3-5 years’ experience in global corporate event planning.
• Associates or Bachelor’s degree with emphasis in event planning and/or equivalent work experience.
• Three or more years related experience with meeting planning, hospitality, and hotel or convention services.
• The ability to multi-task; must have demonstrated attention to detail; the ability to work under pressure and under strict due dates; exceptional organizational, interpersonal and team work skills.
• Excellent/expert level of Microsoft Office Suite, Adobe Acrobat, and standard office equipment.
• Strong level knowledge of Adobe Creative Suite: InDesign, Photoshop, and Illustrator.

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Must have excellent spelling and grammar skills.

Ability to apply basic mathematical concepts utilizing current spreadsheet and accounting database software programs.

• CMP (Certified Meeting Planning) certification preferred.
Responsibilities: ESSENTIAL DUTIES AND RESPONSIBILITIES may include the following. Other duties may be assigned.
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
• Confer with staff at a chosen event site to coordinate details.
• Inspect event facilities to ensure that they conform to customer requirements.
• Communicates with hotel convention services and banquets manager at the site prior to the event to relay expectations and ensure exceptional execution.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Consult with customers to determine objectives and requirements for events such as meetings, conferences, and conventions.
• Work directly with Marketing Director to plan scope and format of events, to establish and monitor budgets, and to review administrative procedures and event progress.
• Responsible for the execution of in-house events as requested by internal clients.
• Oversee logistics of all side meetings (i.e. hospitality suites, executive council meetings, etc.).
• Review event bills for accuracy, and route for payment approval.
• Responsible for contract execution at assigned sites. Ensures that all aspects of convention services are covered: proper room set, audio-visual, and verifies that the execution of F&B function meet the internal and external client expectations.
• Work independently with limited financial authority with final approval from the Marketing Director when financial decisions need to be made on behalf of AgileOne.
• Responsible for expense management related to assigned events.
• Negotiates which F&B items can be billed on consumption to eliminate unnecessary charges.
• Work with AV provider to negotiate discounted pricing for services.
• Provides concierge and VIP type services to attendees, volunteers, speakers/instructors, and staff to ensure an exceptional event experience.
• Completes the post event site report to enable the recording of challenges or situations unique to each hotel site (i.e. columns in meeting rooms, package handling fees, positive and negative experiences.)
• Reviews financial transactions and monitors budget to ensure efficient operation and to ensure expenditures stay within budget.
• Must exhibit a high degree of versatility as event types differ greatly and require different preparation techniques and execution.

Annual Conference Specific:
• Formulates the event schedule, menu selection, room set and audio-visual needs, rooming list and effective communication of these needs.
• Manage event Sponsorship packages and collection of fees.
• Weekly/monthly email communications to conference attendees.
• Coordinates on-site registration include registering attendees, collection of sponsorship payments, processing of walk-in registrations and overall customer service.
• Keep all internal and external communications updated (website, schedule, agendas, meeting minutes, etc.)
• Plan and develop programs, agendas, budgets, and services according to customer requirements.
• Research and secure speakers (once approved by Management).
• Research gifts (and order once approved by Management).
• Manage all items to be ordered (name badges, lanyards, padfolios, pens, napkins, etc.).
• Attendee management.
• Manage client dinners and visits to the AgileOne or client offices.
• Assist with sales meetings or other internal meetings as needed.

No direct reports. This position will supervise resources through venues and conferences to ensure quality delivery and execution of events that consistently and positively represent the AgileOne brand.

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