The Event Planner will support the planning and end-to-end execution of events across the U.S., including conferences, virtual events, and executive forums. Responsibilities include coordinating logistics, managing vendors and budgets, handling attendee and stakeholder communications, and compiling post-event reports. The role is office-based with occasional travel and weekends.

Responsibilities

Event Logistics & Execution
Coordinate end-to-end logistics for in-person conferences, executive forums, and proprietary ICE events, including venue sourcing, vendor management, catering, A/V, and on-site setup
Support the planning and technical execution of virtual events, including platform setup, speaker coordination, and attendee communications
Develop and maintain detailed event timelines, run-of-show documents, and production schedules
Serve as an on-site event coordinator for select events, including occasional weekend travel
Vendor & Budget Coordination
Liaise with external vendors, venues, and suppliers; gather and compare quotes and ensure timely delivery of contracted services
Track event-related expenses and assist with budget reconciliation and purchase order processing
Maintain accurate vendor records, contracts, and post-event documentation
Manage promotional item inventory, including ordering branded merchandise, tracking stock levels, coordinating fulfillment for events, and reconciling inventory post-event
Attendee & Stakeholder Management
Manage event registration platforms and attendee lists; send invitations, confirmations, and logistical communications
Coordinate speaker and VIP logistics, including travel, accommodations, and briefing materials
Serve as a responsive point of contact for attendee inquiries before and during events
Reporting & Process Improvement
Compile post-event recaps including attendance data, feedback, and key takeaways
Maintain and update internal event calendars, project trackers, and shared documentation
Identify opportunities to improve event workflows and contribute to the development of scalable best practices

Requirements

Bachelor's degree in Marketing, Business, Hospitality, or a related field
2+ years of experience in corporate events management
Exceptional project management and organizational skills
Strong prioritization and commitment to deadlines
Excellent verbal and written communication skills
Ability to work in a highly collaborative environment and as part of a cross-disciplinary team
Proficiency with Microsoft Office Suite (Excel, PowerPoint, Outlook, Word)
Willingness to travel and work occasional evenings and weekends as events require

Nice to have

Experience with event management or registration platforms (e.g., Cvent, Eloqua, ON24)
Exposure to B2B or financial services marketing environments
Familiarity with project management tools (e.g., Monday.com, Smartsheet)
Experience supporting executive-level or client-facing events