Institute of Electrical and Electronics Engineers
Conference Planner
Institute of Electrical and Electronics Engineers, Piscataway, New Jersey, us, 08854
Conference Planner (E2556) - 240107 : KNW-A20
Description Job Summary The overall purpose of this position is to supports IEEE member-volunteers and/or internal staff to propose, plan, budget, develop, implement and close IEEE sponsored technical meetings, conferences and internal meetings/events as assigned. He or she must be willing to travel for one week or more several times each year. Primary focus for this role are technical meeting requests, budget reviews and hotel contracting to minimize the IEEE's financial risk and assistance with meeting planning and/or onsite logistics. He/she must be able to manage multiple events simultaneously and accommodate the individual needs of committees, volunteers, staff, and attendees as requested. The role typically reports to a Manager and has no direct report. The incumbent will work under general direction of the manger. He/She will be expected to research issues and determine the appropriate course of action with limited supervision. Key Responsibilities
30% Client Management & Communicationso Act as the primary point of contact for assigned sponsored technical meetings or internal meetings/events as assigned.o Coordinate communications and provide general guidance among conference organizers and IEEE conference support staff, often acting as a direct liaison between these parties.o He/she must provide routine updates to the Supervisor and keep them apprised of challenges, concerns or issues that could jeopardize workflow or adherence to policies or procedures. 20% Budget Review & Conference Closingso Review meeting budgets and collaborate with Conference Finance Chair.o Resolve budget questions or concerns.o Ensure that all IEEE and IEEE Computer Society budget requirements are included in proposed budgets. o Coordinate and support the updating of meeting budgets during all phases of meeting planning, implementation, and closing.o May provide support to the IEEE Conference Finance Analyst in collecting all required closing documents and/or audit materials upon request. 20% Event Managemento Management, organization and execution of some or all aspects of assigned technical or internal meetings/events, within budget plans and/or guidelines (F&B, Setup, AV, Special Events, shipping, etc.). Prepare meeting-specific Requests for Proposal (RFPs) for vendors/supplies as needed and provide cost analysis comparison of RFPs and provide recommendations to conference organizers. o Oversee advance conference registration and/or onsite registration duties as needed. o Oversee the scheduling of vendors and/or other subcontractors if applicable.o Onsite management when requiredo Planners will work with venue and all vendors to ensure that event is executed seamlesslyo Coordinate with M&S staff to facilitate communication of the event in electronic format as well as print copy (website development, email alias, announcements, etc.) 15% Hotel and Vendor Contractingo Prepare meeting-specific Requests for (Hotel) Proposals (RFPs), soliciting bids from hotel sites, and make recommendations to meeting organizers based on bids received.o Prepare hotel contracts for approval and execution and ensure that all contracts are processed through the appropriate IEEE channels and are in conformance with meeting’s budget and IEEE policies.o Coordinate the preparation of invoice requests for hotel or vendor deposits as necessary. o Collect final hotel pickup reports and review for compliance with contract terms.o Act as liaison with major hotel chains to ensure IEEE CS requirements are met. 10% Conference Administrationo Respond to initial Technical Meeting requests for financial sponsorship or technical co-sponsorship, and provide follow-up communications with meeting organizers as necessary.o Coordinate and support the preparation and submission of the IEEE Conference Application (ICX) by IEEE member-volunteers.o Verify the existence of necessary MOUs between cosponsors.o Collect and retain meeting-related information, TC endorsements, sponsorship approvals, insurance, hotel contracts, accrual and closing information.o Coordinate budgeting and contracting for multiple conferences with planned attendance of 25-2,000 attendees.o Maintain/support Technical Meeting Database (Staff Interface) and the Technical Meeting System (Volunteer Interface). Provide some recommendations for strategic planning efforts, conference business forecasting and project management. Work with the Manager on a continuous review of conference and event process improvements. Provide research assistance on relevant best practices from relevant organizations, and proposed concrete plans to integrate them into existing Computer Society processes 5% As needed, provide support for various special projects/initiatives.
Qualifications Education
Bachelor's degree or equivalent experience Req
Work Experience
Less than 2 years Req 2-4 years Domestic and international professional event planning experience in the realm of conferences and meetings. Req Association event planning experience Pref
Licenses and Certifications
Certified Meeting Planner certification. (CMP designation must be attained with the first two (2) years of employment). Pref
Skills and Requirements
Industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completion. Negotiation and contracting skills-ability to understand and interpret financial data. Excellent project and time management skills with the ability to prioritize and oversee multiple events concurrently-skilled multitasking. Excellent listening, organizational, planning and time management skills. Flexibility and the ability to adapt to change in a dynamic environment. Must be committed to working both independently and as a team player. Must be able to travel domestically or internationally. Must be technology savvy, and display a willingness to seek out technology solutions to business challenges. Proven ability to adapt quickly to new software applications and use technology-based tools to accomplish work. Familiarity with database applications. Proficiency in MS Office applications (WORD, Excel), and electronic mail applications. Ability to identify problems and/or opportunities, assess associated risks and recommend effective solutions or actions, often in real time. Ability to make decisions without relying on established precedent.
Other Requirements: As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply. PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status. For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions. IEEE is an EEO/AAP Employer/Protected Veteran/Disabled =============================================== Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
Job : Meeting & Event Management Primary Location : United States-New Jersey-Piscataway : Schedule : Full-time Job Type : Regular Job Posting : Jan 8, 2025, 3:55:20 PM
Req ID: 240107 Apply Now Apply Now
Current Search Criteria
Institute of Electrical and Elec... Conference Planner (E2556) Piscataway New Jersey Clear All
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*SkillBridge opportunities are reserved for active duty service members who are within 180 days of being discharged or released from active duty and they must have served 180 continuous days on active duty. Approval to participate rests with the service member's field grade commander.
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© Copyright The National Labor Exchange (NLx)
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Description Job Summary The overall purpose of this position is to supports IEEE member-volunteers and/or internal staff to propose, plan, budget, develop, implement and close IEEE sponsored technical meetings, conferences and internal meetings/events as assigned. He or she must be willing to travel for one week or more several times each year. Primary focus for this role are technical meeting requests, budget reviews and hotel contracting to minimize the IEEE's financial risk and assistance with meeting planning and/or onsite logistics. He/she must be able to manage multiple events simultaneously and accommodate the individual needs of committees, volunteers, staff, and attendees as requested. The role typically reports to a Manager and has no direct report. The incumbent will work under general direction of the manger. He/She will be expected to research issues and determine the appropriate course of action with limited supervision. Key Responsibilities
30% Client Management & Communicationso Act as the primary point of contact for assigned sponsored technical meetings or internal meetings/events as assigned.o Coordinate communications and provide general guidance among conference organizers and IEEE conference support staff, often acting as a direct liaison between these parties.o He/she must provide routine updates to the Supervisor and keep them apprised of challenges, concerns or issues that could jeopardize workflow or adherence to policies or procedures. 20% Budget Review & Conference Closingso Review meeting budgets and collaborate with Conference Finance Chair.o Resolve budget questions or concerns.o Ensure that all IEEE and IEEE Computer Society budget requirements are included in proposed budgets. o Coordinate and support the updating of meeting budgets during all phases of meeting planning, implementation, and closing.o May provide support to the IEEE Conference Finance Analyst in collecting all required closing documents and/or audit materials upon request. 20% Event Managemento Management, organization and execution of some or all aspects of assigned technical or internal meetings/events, within budget plans and/or guidelines (F&B, Setup, AV, Special Events, shipping, etc.). Prepare meeting-specific Requests for Proposal (RFPs) for vendors/supplies as needed and provide cost analysis comparison of RFPs and provide recommendations to conference organizers. o Oversee advance conference registration and/or onsite registration duties as needed. o Oversee the scheduling of vendors and/or other subcontractors if applicable.o Onsite management when requiredo Planners will work with venue and all vendors to ensure that event is executed seamlesslyo Coordinate with M&S staff to facilitate communication of the event in electronic format as well as print copy (website development, email alias, announcements, etc.) 15% Hotel and Vendor Contractingo Prepare meeting-specific Requests for (Hotel) Proposals (RFPs), soliciting bids from hotel sites, and make recommendations to meeting organizers based on bids received.o Prepare hotel contracts for approval and execution and ensure that all contracts are processed through the appropriate IEEE channels and are in conformance with meeting’s budget and IEEE policies.o Coordinate the preparation of invoice requests for hotel or vendor deposits as necessary. o Collect final hotel pickup reports and review for compliance with contract terms.o Act as liaison with major hotel chains to ensure IEEE CS requirements are met. 10% Conference Administrationo Respond to initial Technical Meeting requests for financial sponsorship or technical co-sponsorship, and provide follow-up communications with meeting organizers as necessary.o Coordinate and support the preparation and submission of the IEEE Conference Application (ICX) by IEEE member-volunteers.o Verify the existence of necessary MOUs between cosponsors.o Collect and retain meeting-related information, TC endorsements, sponsorship approvals, insurance, hotel contracts, accrual and closing information.o Coordinate budgeting and contracting for multiple conferences with planned attendance of 25-2,000 attendees.o Maintain/support Technical Meeting Database (Staff Interface) and the Technical Meeting System (Volunteer Interface). Provide some recommendations for strategic planning efforts, conference business forecasting and project management. Work with the Manager on a continuous review of conference and event process improvements. Provide research assistance on relevant best practices from relevant organizations, and proposed concrete plans to integrate them into existing Computer Society processes 5% As needed, provide support for various special projects/initiatives.
Qualifications Education
Bachelor's degree or equivalent experience Req
Work Experience
Less than 2 years Req 2-4 years Domestic and international professional event planning experience in the realm of conferences and meetings. Req Association event planning experience Pref
Licenses and Certifications
Certified Meeting Planner certification. (CMP designation must be attained with the first two (2) years of employment). Pref
Skills and Requirements
Industry professional with excellent knowledge and thorough comprehension of event location analysis, logistics, and management of events from conception to completion. Negotiation and contracting skills-ability to understand and interpret financial data. Excellent project and time management skills with the ability to prioritize and oversee multiple events concurrently-skilled multitasking. Excellent listening, organizational, planning and time management skills. Flexibility and the ability to adapt to change in a dynamic environment. Must be committed to working both independently and as a team player. Must be able to travel domestically or internationally. Must be technology savvy, and display a willingness to seek out technology solutions to business challenges. Proven ability to adapt quickly to new software applications and use technology-based tools to accomplish work. Familiarity with database applications. Proficiency in MS Office applications (WORD, Excel), and electronic mail applications. Ability to identify problems and/or opportunities, assess associated risks and recommend effective solutions or actions, often in real time. Ability to make decisions without relying on established precedent.
Other Requirements: As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply. PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status. For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions. IEEE is an EEO/AAP Employer/Protected Veteran/Disabled =============================================== Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
Job : Meeting & Event Management Primary Location : United States-New Jersey-Piscataway : Schedule : Full-time Job Type : Regular Job Posting : Jan 8, 2025, 3:55:20 PM
Req ID: 240107 Apply Now Apply Now
Current Search Criteria
Institute of Electrical and Elec... Conference Planner (E2556) Piscataway New Jersey Clear All
Powered By
*SkillBridge opportunities are reserved for active duty service members who are within 180 days of being discharged or released from active duty and they must have served 180 continuous days on active duty. Approval to participate rests with the service member's field grade commander.
Privacy Policy Terms & Conditions
© Copyright The National Labor Exchange (NLx)
back to top