Sr Conference and Event Planner

The Senior Conference and Event Planner plays a crucial role in planning, organizing, and executing marketing events, including national and regional conferences, advisory boards, deans’ events, EBSCO’s User Group, internal meetings and events, and other events in North America. This position involves creating and managing various events, aligning them with our overall marketing goals, promoting our company’s brand, products, and services effectively communicating our brand’s message, engaging the target audience, and generating leads.

This remote position is U.S.-based only (excluding U.S. territories)

• Collaborate with internal and external teams to plan and execute events
• Oversee event logistics, including venue selection, catering, transportation, and accommodations
• Coordinate event schedules, sessions, and activities
• Ensure a smooth registration process for attendees
• Track and evaluate event activities
• Develop and manage event budgets and analyze ROI to ensure effective budget allocation
• Negotiate contracts with vendors and service providers
• Conduct post-event evaluations to identify areas for improvement
• Proactively communicate event details, updates, and potential issues with stakeholders in a timely manner
• Demonstrate ownership and accountability for assigned events and responsibilities including event deliverables
• Manage multiple priorities and deadlines independently in a fast-paced environment
• Proactively identify challenges and work with appropriate stakeholders to develop solutions
• Maintain a high level of accuracy and attention to detail throughout the event planning process

Your Team

You will be welcomed as a member of the national conference and events team, which is a part of the SaaS Marketing and National Conferences & Events team. It is made up of four conference and events planners (including this role) and reports to the Director, SaaS Marketing and National Conferences & Events. The team is a collaborative group that enjoys working with stakeholders in Marketing, Sales and Product Management to create meaningful in-person experiences for our staff and our customers.

• 5+ years of experience planning and executing conferences and events
• Demonstrated experience managing complex events from initial planning through execution and post-event evaluation
• Experience coordinating multiple stakeholders, vendors, and event priorities
• Knowledge of conference and event planning best practices, with a commitment to continuous learning
• Demonstrated proficiency with Microsoft Suite, including Outlook
• Willingness to travel for events, including overnight trips (up to 25%)

What sets you apart

• Motivated, results-driven, and able to prioritize work effectively
• Excellent customer service and problem-solving skills
• Strong oral, written, interpersonal, and organizational skills
• Ability to work independently, take initiative, and follow through on responsibilities
• Strong attention to detail and commitment to producing accurate, high-quality work
• Proactive and effective communicator
• Ability to manage competing priorities and adapt to changing needs
• Proficiency in event management software and tools
• Technical aptitude and comfort adopting new technologies, including AI-enabled tools, to improve workflows and efficiency

Physical Requirements

• Sitting and Standing: Event planners often spend extended periods sitting at desks while coordinating logistics, managing budgets, and communicating with stakeholders. Additionally, during events, they may need to stand for long hours to oversee operations.
• Lifting: This role requires the lifting and carrying of heavy boxes at events. Event planners are expected to help set up at smaller events, including boxing and unboxing event supplies and setting up tables, booths, etc.
• Attendance at Events: As an event planner, being physically present at events is essential. This requirement involves being on-site during conferences, meetings, and other gatherings. It may also involve early mornings, evenings, and weekends, depending on the event schedule.
• Travel: Event planners often travel to various locations for conferences, trade shows, and other events. The willingness to travel, including overnight trips (up to 25%), is typically expected.