Senior Specialist, Event Logistics

Senior Specialist, Event Logistics-SHRM-Alexandria, VA

Senior Specialist, Event Logistics

SHRM is a member-driven catalyst for creating better workplaces where people and businesses thrive together. As the trusted authority on all things work, SHRM is the foremost expert, researcher, advocate, and thought leader on issues and innovations impacting todays evolving workplaces. With nearly 340,000 members in 180 countries, SHRM touches the lives of more than 362 million workers and their families globally.

Alexandria, VA

SHRM

SHRM is a member-driven catalyst for creating better workplaces where people and businesses thrive together.  As the trusted authority on all things work, SHRM is the foremost expert, researcher, advocate, and thought leader on issues and innovations impacting today's evolving workplaces.  With nearly 340,000 members in 180 countries, SHRM touches the lives of more than 362 million workers and their families globally. 

Are you interested in growing your career with us? If so, we encourage you to explore our available career opportunities and join our team at SHRM today!

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keywords: position summary,work environment,event management,event logistics,budget & contract management,relationship building,education,experience,project management,skills,physical requirements

Salary

Overview: The Senior Specialist, Event Logistics is a key member of the Event Strategy and Experience team which is ultimately responsible for the planning and execution of SHRM's Annual Conference and specialty conference portfolio. The Senior Specialist is an experienced event professional that specializes in flawless event planning and execution. They must stay abreast of industry best practices and trends and have proven experience leading various event logistics functions. The consummate collaborator, the Senior Specialist, Event Experience has a knack for building relationships and multi-tasking numerous projects simultaneously.

Work Environment

Hybrid Position (3 Days In-Office, 2 Days Remote):

• This position follows a hybrid work schedule, requiring in-office presence [three days per week] and remote work [two days per week]. Core work hours will be designated by the department.  The office environment includes a standard workstation setup with collaborative spaces, while remote work requires a reliable high-speed internet connection and a suitable home workspace. Employees must maintain availability during standard business hours and adhere to company policies for both in-office and remote work.

Tuesday-Thursday in office, Monday and Friday remote. Standard business hours with core availability between 8:00-9:00 a.m. and 5:00-6:00 p.m.

Travel: 20 - 30%

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Responsibilities:

Event Management & Logistics

• Leads venue management and space allocation planning for convention center and hotel-based conferences.
• Supports management of conference housing contracts and block planning. Analyzes weekly/monthly/program reports including housing block pick up and concession tracking.
• Leads food and beverage planning for attendee and vendor meals as well as supports planning of special events.
• Leads creation of Banquet Event Orders, Audio Visual Event Orders, Wi-Fi, electrical, and program specs.
• Supports planning and training of temporary staff, contractors, and conference volunteers. Manages other vendors as assigned.
• Manages special audiences including VIP experiences, seating, and more.
• Supports transportation and health and safety efforts.
• Leads creation of project timelines and manages deadlines.
• Coordinates site visits and leads cross-functional team planning meetings.

Budget & Contract Management

• Collaborates on fiscal year planning.
• Tracks expenses for assigned event projects. Reconciles invoices.
• Analyzes and makes recommendations of vendor and venue proposals to RFP bids. Supports bid process as needed. 
• Reviews contracted services and suggests contract changes and addendums as necessarily.
• Liaises with Accounting and Legal teams as needed on contracted scopes of work, master services agreements, addendums, and more.

Relationship Building & Other Duties

• Builds relationships with internal and external partners, vendors, and venues through fierce collaboration skills.
• Represents SHRM's guiding principles in all interactions.  Manages other duties as assigned.

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Requirements:

Education:

• Bachelor's degree in Business, Hospitality, Events, Marketing, Communications, or a related field, or equivalent relevant experience.

Experience:

• 5+ years of progressively complex experience in a similar work environment and role, preferably with medium to large brand(s) or organizations, specifically in event and meeting planning, with a focus on large-scale conferences and meetings. Marketing/PR/event agency experience preferred.
• Expertise with corporate and/or city-wide conferences and expositions of at least 5,000 people.
• Clear demonstration of successful project management for both live and virtual events/ conferences, budget development and management, relationship management with vendors and partners, conference housing management, as well as vendor and VIP management.
• Strong project management skills with the ability to multitask and manage complexity.

Knowledge, Skills & Abilities

• Strong financial data, project management, customer service, collaboration, and time management skills
• Consistent attention to detail, organization, prioritization, and analytic skills with an ability to multi-task and manage complex projects
• Leadership ability with experience working in and leading a cross-functional team
• Ability to forge strong relationships with internal and external stakeholders at all levels
• Self-starter attitude with the ability to work collaboratively across the entire SHRM organization, with an inclination to achieve the "best possible" result for members and customers
• Excellent communication skills, including public speaking expertise and effective written communication abilities
• Good judgment skills and adherence to deadlines
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook
• Avid consumer of event trends with an ability to see how SHRM can innovate our offerings
• Strategic and critical thinking skills

Physical Requirements

This position operates in a typical office environment and requires the ability to perform essential job functions with or without reasonable accommodation. Physical requirements may include:

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, handling documents, and using office equipment.
• Occasional standing, walking, bending, and reaching.
• Ability to lift and carry up to 30 pounds as needed.
• Clear verbal and written communication skills for effective interaction with colleagues and stakeholders.

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