Title:  Conference Planning Specialist

Job Description

The Conference Planning Specialist will provide event marketing project manager services supporting the HR Learning & Culture specifically for the client’s Global Early Career Learning Program.  This position combines overall event management, logistics website management, participant data, and financial reporting.  The position will report to the SVP, Global Event Marketing Business Unit Manager of Learning.  

Job Responsibilities

•    Project Management –. Ability to manage complex high-level events, logistics, budgeting, vendor & team strategy involving the senior management team.  Strategize with the HR/Learning/Recruiting partners in regards to networking, training space and cost savings. Manage day-to-day project logistics and event execution both on-site and at external venues.
•    Event Planning: Plan, coordinate, and execute in-person, virtual and hybrid events, from initial request through post event reporting. Responsible for event logistics which include venue research and contracting, food and beverage, transportation, gifts, audiovisual management, and onsite execution.
•    On-Site Management – Execute on-site Early Career welcome days, welcome receptions and networking activities. Support on-site execution, staffing, and vendor management, contributing to the overall success of events. 
•    Audiovisual and Technology Management – Initiate and partner with technology, audio-visual services and external vendors to ensure appropriate equipment is included.  Work directly with dedicated technicians; secure video conferencing, video recording and all pertinent meeting-related equipment. 
•    Vendor Management – Submit RFPs, recommend venue ideas and selection. Lead contract negotiation and manage vendor service levels to ensure quality and compliance. Ensure that the vendors are providing the level of service in the established guidelines, including detailed communication, logistics, and billing.
•    Website Management/Event Communications – Distribute data reports and highlight changes. 
•    Participant Data – Manage participant changes. Provide reports to internal teams (security, hospitality, external vendors)
•    Attendance Management – Provide biweekly attendee reports with highlighted changes to the internal client for participant management. Post con list of no-shows and attendees. 
•    Financial Assistance - Develop and maintain accurate budgets. Process invoices, follow up with deposits to venues and hotels. Review budget documents to ensure chargebacks are accurate. Reconcile budgets and share actual costs with partners.
•    Risk & Control – Manage event close out process for the given projects to ensure that is it in line with client’s policies and procedures and audit compliant, including final budget reconciliation of vendors used (including transportation and accommodations) and metrics reporting.

Qualifications

•    Excellent time management skills to handle projects that have long and short lead times
•    Collaborative "team player" orientation with a strong regional cultural awareness
•    Strong relationship management skills with proven success in being people-focused
•    Strong negotiation and communication skills
•    Strong analytical, problem solving and reporting skills
•    Ability to oversee vendors effectively
•    Flexibility in work hours and available to be onsite for event coverage (Early Career role yields heavy spring and summer events).
•    Bachelor’s Degree
•    Minimum of 7 years project management and events experience
•    High level of computer skills including Word, Excel, PowerPoint, Outlook, Cvent.

Education

About Aramark

Our Mission

Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet.

At Aramark, we believe that every employee should enjoy equal employment opportunity and be free to participate in all aspects of the company. We do not discriminate on the basis of race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other characteristics protected by applicable law.

About Aramark

The people of Aramark proudly serve millions of guests every day through food and facilities in 15 countries around the world. Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. We believe a career should develop your talents, fuel your passions, and empower your professional growth. So, no matter what you're pursuing - a new challenge, a sense of belonging, or just a great place to work - our focus is helping you reach your full potential. Learn more about working here at http://www.aramarkcareers.com or connect with us on Facebook, Instagram and Twitter.