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Key Responsibilities and Required Skills for a Virtual Planner

💰 $55,000 - $85,000

EventsMarketingProject ManagementRemoteDigital Strategy

🎯 Role Definition

The Virtual Planner is a critical role at the intersection of marketing, technology, and project management. You will be the architect and orchestrator of our entire virtual event portfolio, taking full ownership from conceptualizing event formats that align with strategic business goals to managing the complex logistics of a digital environment. Success in this position requires a blend of strategic thinking, meticulous attention to detail, and the ability to leverage technology to create memorable and impactful online experiences for a global audience. You are the key driver in translating marketing objectives into flawless, engaging, and results-driven digital events.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Event Coordinator
  • Marketing Coordinator
  • Project Assistant

Advancement To:

  • Senior Virtual Event Manager
  • Digital Events Strategist
  • Marketing Events Manager

Lateral Moves:

  • Digital Producer
  • Content Marketing Manager
  • Community Manager

Core Responsibilities

Primary Functions

  • Develop and execute a comprehensive end-to-end strategy for a diverse portfolio of virtual events, including webinars, workshops, virtual conferences, and hybrid events.
  • Manage the entire event lifecycle, from initial concept and strategic planning through to execution, live-day management, and detailed post-event analysis.
  • Source, evaluate, and manage virtual event platforms and technologies (e.g., Zoom, Hopin, Cvent, On24), ensuring the chosen solution meets all technical and experiential requirements.
  • Create and meticulously manage detailed project plans, timelines, and run-of-show documents to ensure flawless execution and alignment across all stakeholders.
  • Develop and oversee event budgets, tracking all expenses, processing invoices, and delivering comprehensive final budget reconciliations to ensure financial accountability.
  • Collaborate closely with marketing and content teams to develop compelling event themes, messaging, and promotional materials that drive registration and attendance.
  • Coordinate and manage all communications with speakers, sponsors, and keynotes, including scheduling, content preparation, technical rehearsals, and logistical support.
  • Design and implement a seamless attendee journey, managing registration processes, pre-event communication, in-event engagement, and post-event follow-up.
  • Act as the primary technical producer during live virtual events, managing platform features, troubleshooting real-time issues, and ensuring a smooth broadcast for all participants.
  • Develop and implement innovative strategies to maximize audience engagement, such as interactive polls, Q&A sessions, virtual networking lounges, and gamification.
  • Define key performance indicators (KPIs) for each event and utilize analytics tools to track, measure, and report on event success, providing actionable insights to stakeholders.
  • Manage the creation and distribution of on-demand event content, repurposing recordings and materials to extend the life and reach of each virtual program.
  • Oversee relationships with external vendors, including production companies, creative agencies, and technology providers, ensuring they meet quality standards and contractual obligations.
  • Conduct thorough technical rehearsals and training sessions with all presenters and internal staff to guarantee comfort with the platform and a polished final presentation.
  • Create detailed post-event reports summarizing key metrics, attendee feedback, lead generation results, and lessons learned to inform future event strategies.
  • Ensure all virtual event components, from landing pages to digital backdrops, adhere to brand guidelines and maintain a consistent, professional aesthetic.
  • Develop contingency plans for potential technical failures or other disruptions to minimize impact and ensure business continuity during live events.
  • Liaise with sales and business development teams to ensure effective lead capture, qualification, and handover processes are in place for all events.
  • Stay abreast of the latest industry trends, new technologies, and best practices in virtual and hybrid event planning to continuously innovate and improve our event offerings.
  • Manage the setup and configuration of event registration pages, email marketing campaigns, and attendee surveys using marketing automation and CRM platforms.
  • Collaborate with social media teams to create and execute a promotional plan that builds buzz and community engagement before, during, and after the event.
  • Curate and organize a library of digital assets, speaker information, and event documentation for streamlined access and future use.

Secondary Functions

  • Support the content marketing team by identifying topics and speakers for future webinars based on attendee feedback and engagement data.
  • Contribute to the enhancement of the martech stack by providing user feedback and requirements for event-related technologies.
  • Assist in training junior team members or other departments on virtual event best practices and platform usage.
  • Participate in cross-functional strategic planning sessions to ensure the virtual event calendar aligns with broader company-wide marketing campaigns and product launches.

Required Skills & Competencies

Hard Skills (Technical)

  • Virtual Event Platforms: Expert-level proficiency in leading platforms such as Zoom Webinars, Hopin, Cvent, On24, or Webex Events.
  • Project Management Software: Strong command of tools like Asana, Monday.com, Trello, or Jira for managing complex timelines and deliverables.
  • Marketing Automation/CRM: Experience with systems like HubSpot, Marketo, or Salesforce for managing registration, attendee communication, and lead tracking.
  • Data Analysis & Reporting: Ability to analyze event metrics (attendance, engagement, conversion) and present findings using tools like Excel, Google Analytics, or platform-native dashboards.
  • Budget Management: Proven skill in creating, tracking, and reconciling event budgets with a high degree of accuracy.
  • Basic Video/Production Knowledge: Familiarity with streaming concepts, basic video editing, and production terminology.

Soft Skills

  • Exceptional Communication: Articulate, professional written and verbal communication skills for interacting with C-level executives, attendees, and vendors.
  • Meticulous Organization: Superior organizational and time-management skills, with the ability to manage multiple concurrent projects under tight deadlines.
  • Problem-Solving & Grace Under Pressure: A calm and resourceful troubleshooter who can think quickly to resolve technical and logistical issues in a live environment.
  • Stakeholder Management: Adept at building consensus and collaborating effectively with cross-functional teams, including marketing, sales, product, and leadership.
  • Creativity & Innovation: A forward-thinker who actively seeks new ways to create engaging and memorable digital experiences.
  • Adaptability: Thrives in a fast-paced, evolving digital landscape and can quickly pivot strategies or technologies as needed.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent professional experience in a related field.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Marketing
  • Communications
  • Hospitality Management
  • Business Administration

Experience Requirements

Typical Experience Range: 3-5 years of experience in event planning, project management, or marketing.

Preferred: At least 2 years of direct, hands-on experience specifically focused on planning, producing, and executing B2B virtual events, webinars, or digital conferences.

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