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Event Planner


Gravity IT Resourcing

Event Planner
Weston, Florida
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Job Title: Event Planner

Location: Lowell, MA (Onsite Tu, Wed, Thu)

Job-Type: Contract 

Referral Fee: $200/month

Employment Eligibility: Gravity cannot transfer nor sponsor a work visa for this position. Applicants must be eligible to work in the U.S. for any employer directly (we are not open to contract or “corp to corp” agreements).

Position Overview:

Our client is looking for an enthusiastic Event Planner to help manage domestic and international events from start to finish. In this role, you will be partnering with internal and external resources to ensure our client has a successful on-site presence.  

Our client is a leading technology company that builds and sells a Software as a Service cloud based Human Capital Management Solution which provides HR, payroll, and workforce management solutions. They have a “People First” culture and have been ranked as the #8 in Fortune Magazine’s “Top 100 Companies to work For” and the #1 Software company to work for by Great Places to Work.

Job Requirements:

  • Work independently with minimal guidance and direction from the Manager, Events.  
  • Serve as a primary planner for domestic and international events for 100 to 250 attendees, managing various aspects of these events from start to finish- this could include, but not limited to:  
  • Serve as main point of contact between primary event contact and other internal teams involved in planning the events 
  • Conduct pre- and post-event meetings as required to review/communicate group needs and feedback.  
  • Work with internal teams (i.e. creative, sales, etc.) and external partners (AV, DMC’s, etc.) to plan and execute various pre-event, onsite, and post-event logistics 
  • Manage event budgets to maximize savings that align with event goals.  Maintain event-specific budget and reconcile all transactions accordingly  
  • Manage aspects of food and beverage, audio-visual, wired/wireless connectivity, and all other logistics necessary for a successful meeting  
  • Create and manage attendee list, registration, and hotel rooming lists  
  • Manage group room blocks and meeting spaces  
  • Manage the entire creative process from start to finish  
  • Responsible for coordinating all event related communications 
  • Collaboration with multiple team members, as all pieces of the meeting will touch upon each other 
  • Manage relationships with external event vendors – including contracts and invoices 
  • Identify operational challenges associated with an event and liaison with the main group contact and production team to develop solutions. 
  • Interact with other teams to obtain feedback on quality and service levels 
  • Build strong peer relationships with all levels management, staff, vendors, and stakeholders by interacting effectively with clarity, tact, candor, diplomacy, and confidentiality 
  • Be a key point-of-contact to stakeholders, vendors and other teams involved in the event planning process (e.g., the Production Team)  
  • Clearly communicate and explain detailed information to management, staff, vendors, and stakeholders.   
  • Act as a resource and provide guidance/training for other team members with less experience (i.e. Event Program Managers and Event Team Specialists).  May lead team projects with limited risks and resource requirements 
  • Use knowledge of a variety of alternatives and their impact on the team to develop an approach to solutions 
  • Contribute to team projects and goals. Impact the achievement of team objectives and the activities of the related teams; assist in establishing team procedures   
  • Maintain professional and technical event planning knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies 
  • Perform all job responsibilities with adherence to UKG standards, policies, and procedures  
  • Additional tasks may apply 

Min Qualifications:  

  • 3+ years of experience managing events of varying sizes, complexity, and impact 
  • Bachelor’s Degree or equivalent work experience  
  • Extensive experience with various software programs such as Microsoft Office, Concur, JIRA, Service Now, HelloCrowd and Cvent 
  • Expert level written and verbal communication skills 
  • Strong project management skills, analytical ability, both creative and strategic thinking  
  • Comprehensive understanding, knowledge and experience of all phases of the event planning process and the ability to apply principles, theories, and concepts to all phases of the event planning process (including but not limited to contracts and budgeting). General knowledge of related disciplines 
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail 
  • Ability to balance and negotiate event needs and demands  
  • Demonstrated capacity to achieve high performance goals and meet deadlines in a fast-paced environment  
  • Ideal candidate will be a self-starter, highly resourceful team-player, with the ability to be extremely effective and who is comfortable working in teams and independently  
  • Proven success in executing multiple events simultaneously and using both internal and external resources  
  • Excellent vendor and event management skills a necessity.  Exceptional interpersonal skills and the ability to build relationships with stakeholders, employees, and vendors  

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