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Position:
Conferences and Events Specialist
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Job Id:
4363
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# of Openings:
1
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Job Summary:
The Conferences and Events Specialist plays a pivotal role in planning, managing, and executing a variety of events, including conferences, seminars, webinars, and corporate meetings, within an engineering consulting firm. This role demands advanced event planning skills, with a focus on delivering high-quality events that align with the firm's strategic goals. The Specialist will work closely with the Communications team and other departments to ensure seamless execution and a superior attendee experience.
Level:
Occasionally directed in several aspects of the work. Gaining exposure to some of the complex tasks within the job function.
Duties/Responsibilities:
- Lead the planning, organization, and execution of complex events, including multi-day conferences and large-scale meetings, ensuring all aspects run smoothly from start to finish.
- Select and negotiate with vendors, including venues, catering, AV providers, and more, ensuring high-quality service delivery within budget constraints.
- Develop, manage, and monitor detailed event budgets, ensuring cost-effectiveness while achieving event objectives.
- Oversee all logistical details, including travel, accommodation, transportation, and on-site event management, ensuring a flawless attendee experience.
- Collaborate with the Communications team to create and implement marketing strategies for events, including promotional materials, digital campaigns, and social media engagement.
- Act as the primary point of contact for all event-related communications, providing regular updates to internal and external stakeholders and ensuring alignment on event goals.
- Conduct detailed post-event evaluations, including feedback collection, performance analysis, and reporting, to drive continuous improvement in event planning.
- Ensure all events adhere to relevant regulations and company policies, including health and safety standards.
- Utilize advanced event management software and digital tools to streamline planning processes, enhance attendee engagement, and improve overall event outcomes.
- Provide guidance and support to junior team members, while collaborating closely with other departments to align event initiatives with overall company objectives.
Required Knowledge/Skills/Abilities:
- Knowledge of event planning and management, with demonstrated experience in handling large and complex events.
- Strong leadership skills with the ability to coordinate cross-functional teams and manage multiple projects simultaneously.
- Exceptional written and verbal communication skills, with the ability to convey information clearly and persuasively to diverse audiences.
- Advanced budgeting skills with the ability to manage and optimize event budgets while achieving key objectives.
- Strong negotiation skills, with experience securing favorable terms with vendors and suppliers.
- Meticulous attention to detail, ensuring the highest standards are maintained in all aspects of event execution.
- Ability to anticipate issues and quickly develop effective solutions during event execution.
- Proficiency in event management software, virtual event platforms, and other relevant technology tools.
- Ability to think creatively and introduce innovative ideas to enhance the impact and efficiency of events.
- Strong collaborative skills, with the ability to work effectively within a team and lead projects to successful completion.
Minimum Qualifications:
Education Requirements and Licensure, Certification, or Other Qualifications:
- Bachelor's degree in Hospitality, Event Management, Communications, Marketing, or a related field.
- 5-7 years of experience in event planning or conference coordination, with a strong preference for experience in a professional services environment.
- Certification in Event Management (e.g., CMP, CSEP) is highly desirable.
- Proficiency in Microsoft Office Suite, event management software, and digital tools.
- Willingness and ability to travel domestically about 5-10% of time as required for event coordination.
Physical Requirements:
- Prolonged periods sitting or standing at a desk and working on a computer.
- Must be able to lift up to 20 pounds.
- May need to travel to various event venues or office locations.
Company Overview:
Halff is a mid-sized, employee-owned, diverse and full-service infrastructure consulting firm planned, designed, engineered, constructed - and purposed - for people. Since 1950, we've been creating smart solutions that improve lives and communities by turning ideas into reality.
Halff was founded on a core tenet: Focus on people, treat them well, and success will follow. It's no wonder, then, that our employees and the culture they create result in our firm consistently being named a Top Workplace in America.
Our industry-leading professionals collaborate to meet tough challenges in creative ways. Our services include: broadband, construction services, energy, environmental, geographic information systems, grant funding resources, intelligent infrastructure, intelligent transportation systems, land development, planning and landscape architecture, MEP engineering, public works, resilience, right of way, structural engineering, subsurface utility engineering/utility coordination, surveying, transportation, water resources and water/wastewater.
Halff has offices in the following locations:
- Arkansas: Bentonville, Fayetteville, Fort Smith, North Little Rock and Little Rock
- Florida: Chipley, Crestview, Jacksonville, Orlando, Panama City Beach, Tallahassee, Tampa, Tavares, Temple Terrace and Windermere
- Louisiana: Baton Rouge and Shreveport
- Oklahoma: Norman and Oklahoma City
- Texas: Austin, Brownsville, Corpus Christi, Flower Mound, Fort Worth, Frisco, Houston, Lubbock, McAllen, Midland, Richardson, San Antonio, The Woodlands and Tyler
We offer excellent benefits including medical, dental, prescription and life insurance; long-term and short-term disability insurance; paid time off; holiday pay; traditional and Roth 401(k) plans; Employee Stock Ownership Plan; Health Savings Account; 529 College Savings Plan; flexible spending accounts; an Employee Assistance Plan; and more.
Salary is competitive and commensurate with experience.
Halff is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability or veteran status.
Halff is a drug-free workplace. This offer of employment is contingent upon the receipt of a clear drug screen and background check prior to your first day of employment. This position may be subject to random drug testing pursuant to federal regulations.
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Apply for this Position
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Halff Associates, Inc.
life insurance, paid time off, 401(k)
Oct 04, 2024