Torchora
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Key Responsibilities and Required Skills for Event Specialist

💰 $65,000 - $85,000

MarketingEventsPublic RelationsHospitality

🎯 Role Definition

As our Event Specialist, you will be the driving force behind our entire event portfolio, managing everything from large-scale industry conferences and trade shows to intimate client dinners and internal team-building activities. You will own the full event lifecycle, ensuring every detail is meticulously planned and executed to perfection. This position requires a blend of creativity, strategic thinking, and logistical prowess to deliver high-impact events that align with our company's goals, enhance brand visibility, and generate measurable results. You will collaborate closely with our marketing, sales, and leadership teams to create integrated and memorable brand experiences.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Event Coordinator
  • Marketing Assistant
  • Hospitality Coordinator
  • Administrative Assistant with event responsibilities

Advancement To:

  • Senior Event Specialist
  • Event Manager
  • Experiential Marketing Manager
  • Field Marketing Manager

Lateral Moves:

  • Project Manager
  • Marketing Communications Specialist
  • Public Relations Specialist

Core Responsibilities

Primary Functions

  • Own the end-to-end planning, management, and execution of in-person, virtual, and hybrid events, including conferences, trade shows, webinars, and client appreciation functions.
  • Develop and manage comprehensive event budgets, tracking all expenses and ensuring events are delivered within financial targets while maximizing return on investment (ROI).
  • Source, negotiate contracts with, and manage relationships with external vendors, including venues, caterers, A/V suppliers, transportation services, and promotional item providers.
  • Coordinate all event logistics, such as attendee registration and tracking, session scheduling, room block management, and food and beverage selection.
  • Lead on-site event execution, serving as the primary point of contact to troubleshoot real-time issues and guarantee a seamless and positive experience for all attendees.
  • Manage the entire speaker and talent lifecycle, from initial outreach and contract negotiation to travel arrangements, content preparation, and on-site support.
  • Collaborate with the marketing team to create and implement comprehensive promotional plans that drive event registration, attendance, and brand engagement.
  • Conduct thorough post-event analysis, including gathering attendee feedback through surveys, tracking key performance indicators (KPIs), and preparing detailed reports for stakeholders.
  • Utilize and master event management software (like Cvent or Bizzabo) for registration, attendee communications, agenda management, and reporting.
  • Oversee the design, production, and delivery of all event-related materials, such as signage, name badges, presentations, mobile app content, and marketing collateral.
  • Develop and maintain meticulous project plans, detailed timelines, and operational checklists to ensure all milestones are met on schedule.
  • Manage internal stakeholder communications, providing regular, clear updates on event progress, key decisions, and upcoming deadlines.
  • Handle all aspects of attendee communication, from crafting compelling invitations and sending reminders to managing post-event follow-ups and thank-you notes.
  • Reconcile all event-related invoices and payments, working with the finance department to ensure a timely and accurate financial close-out for each event.
  • Manage the full lifecycle of virtual and hybrid events, from platform selection and technical run-throughs to engaging virtual audiences and managing digital content.

Secondary Functions

  • Research and stay ahead of industry trends, emerging technologies, and best practices in event management to bring innovative and fresh ideas to the organization.
  • Support the development and nurturing of relationships with event sponsors and partners to secure funding and enhance the overall event experience.
  • Ensure all events are fully compliant with relevant legal, insurance, health, and safety regulations, conducting risk assessments as needed.
  • Coordinate event staffing requirements, including the recruitment, training, and management of volunteers or temporary on-site personnel.
  • Support the social media and content teams by providing event-related updates, photos, and stories for pre- and post-event promotion.
  • Manage the inventory of event-specific supplies, equipment, and marketing collateral, coordinating shipping and logistics to event sites.
  • Travel as required for venue site inspections, vendor meetings, and on-site management of key events.

Required Skills & Competencies

Hard Skills (Technical)

  • Event Management Software: Proficiency in platforms such as Cvent, Bizzabo, Hopin, or similar event management systems.
  • Budget Management: Strong financial acumen with proven experience creating, managing, and reconciling complex event budgets.
  • Project Management Tools: Expertise in using software like Asana, Trello, or Monday.com to manage complex timelines and deliverables.
  • CRM Systems: Familiarity with CRM platforms like Salesforce or HubSpot for tracking leads and event-related engagement.
  • Virtual Event Platforms: Experience running events on platforms such as Zoom Webinars, Webex, or Microsoft Teams.
  • MS Office Suite: Advanced proficiency in Microsoft PowerPoint, Excel, and Word for creating presentations, tracking data, and managing documents.

Soft Skills

  • Exceptional Organization: The ability to multitask and manage multiple, concurrent projects with a high degree of detail and accuracy.
  • Negotiation & Vendor Management: Proven skill in negotiating contracts and managing vendor relationships to ensure quality service and cost-effectiveness.
  • Communication: Outstanding written and verbal communication skills, with the ability to articulate clear, concise information to diverse audiences.
  • Problem-Solving: A proactive and creative approach to identifying and resolving issues quickly and calmly under pressure.
  • Adaptability: Flexibility to handle last-minute changes and unforeseen challenges in a fast-paced, dynamic environment.
  • Stakeholder Management: Strong interpersonal skills to build and maintain positive relationships with internal teams, clients, speakers, and partners.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s Degree or equivalent practical experience in a related field.

Preferred Education:

  • Bachelor’s Degree with a formal certification such as Certified Meeting Professional (CMP) or Certified in Exhibition Management (CEM).

Relevant Fields of Study:

  • Hospitality Management
  • Marketing
  • Communications
  • Business Administration
  • Public Relations

Experience Requirements

Typical Experience Range: 3-5 years of direct experience in event planning and management.

Preferred:

  • Proven track record of successfully managing the full lifecycle of large-scale corporate events (1000+ attendees).
  • Demonstrable experience in managing both in-person and complex virtual/hybrid events.
  • Experience working within a corporate marketing or communications team is highly desirable.
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