What are the responsibilities and job description for the Conference and Events Specialist position at Aline?
Aline is seeking a dynamic and detail-oriented Conference and Events Specialist to plan, coordinate, and execute all aspects of company events, conferences, and trade shows. This role requires a strategic thinker with strong organizational skills to ensure seamless event execution and exceptional attendee experiences.
Key Responsibilities:
Plan and manage all aspects of internal events, such as sales kickoffs, and external conferences (15 annually).
Develop event concepts and themes aligned with company goals and brand image.
Coordinate logistics including venue selection, catering, transportation, and accommodation.
Collaborate with marketing to ensure consistent messaging and promotion.
Manage event budgets, ensuring cost-effective solutions and financial oversight.
Negotiate contracts with vendors, suppliers, and sponsors.
Supervise event setup, execution, and teardown.
Evaluate event success through feedback and post-event analysis.
Day to Day Responsibilities:
Event Planning:
Conduct research to identify new event opportunities and venues.
Develop detailed timelines and budget tracking for internal events.
Coordinate with internal teams to gather event requirements and specifications.
Schedule and conduct regular planning meetings with stakeholders.
Logistics Coordination:
Handle all logistical aspects of events, including travel arrangements, accommodations, and on-site support.
Manage event registration and attendee tracking systems.
Ensure all necessary equipment and materials are available and set up properly.
Vendor Management:
Source and liaise with external vendors for catering, audio-visual equipment, decorations, and other services.
Negotiate contracts and agreements with vendors to secure favorable terms.
Monitor vendor performance and ensure compliance with agreements.
Marketing Collaboration:
Work closely with the marketing team to develop promotional materials and campaigns for events.
Ensure consistent branding and messaging across all event-related communications.
Assist in distributing event invitations and promotional content.
On-Site Event Management:
Oversee the setup, execution, and teardown of events.
Ensure all events run smoothly and address any issues that arise promptly.
Coordinate with staff and volunteers to ensure roles and responsibilities are clearly defined.
Post-Event Analysis:
Collect and analyze feedback from attendees, vendors, and internal stakeholders.
Prepare detailed post-event reports, including financial summaries and lessons learned.
Implement improvements for future events based on feedback and analysis.
Qualifications:
Bachelor’s degree in Event Management, Hospitality, Marketing, or related field.
3 years of experience in event planning and management.
Excellent project management and organizational skills.
Strong communication and negotiation abilities.
Ability to meet tight deadlines.
Flexibility to travel up to 25% of the time.
Salary : $60,000 - $65,000
