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Position Summary:

This role is designed for a highly organized event planner who is super creative and can help a team execute unforgettable events that generate ASGE brand awareness while also building business relationships.  Incumbent is responsible for conceptualizing ideas for various events, creating and enforcing budgets, liaising with vendors, communicating with clients, and ultimately ensuring that each event is flawlessly executed.  As an expert multitasker with impeccable attention to detail, this role foresees risks and anticipate needs so that attendees and internal staff are impressed and entirely satisfied by the time each event ends. Managing and coordinating all aspects of assigned ASGE event management can include educational programs, committee meetings, rentals, workshops, special events for internal and external customers who utilize the ASGE IT&T facility.  On occasion, assistance with event management for ASGE’s annual meeting activities (e.g., DDW) could also be part of this role. Necessary to be a detail-oriented, energetic, and experience creator and customer-centric meeting planning professional.

Essential Functions

• Work as a member of the conference team to plan and manage all aspects of event management for ASGE educational programs, committee meetings, rentals, workshops, and special events held at the IT&T Center and assigned event management for association’s annual meeting and related events as needed.
• Identifies event requirements and expectations for each internal and external activity.
• Brainstorm and implements agreed upon event concepts and themes.
• Prepare event budgets and processes invoices.
• Research and book venues as needed.
• Organize suppliers, caterers, staff, and entertainment as needed.
• Serves as the primary liaison for ASGE events to secure meeting space, room block, ground transportation, audio visual, food & beverage, off-site dinners, and minimum exhibitor requirements. Develops detailed event specifications for internal customers and external vendors.
• Is very service orientated, using a collaborative approach with a variety of clients/customers, both internal and external. Works proactively and professionally to obtain pertinent information to deliver meeting specifications and exceed expectations.
• Actively participates in the planning process for all meetings and events (e.g., departmental and liaison meetings) to ensure continual improvement and stellar customer service.
• Work closely with ASGE preferred in-house caterer(s) and off-site hotel banquets to ensure appropriate food/beverage services for in-houses and external meetings and events.
• Consistently create, update, and share information relative to events with team members.
• Oversee contract negotiations with hotels, restaurants, and ground transportation companies.
• Conduct site inspections when applicable.
• Reconcile event billing, invoices and assist in tracking budgets to ensure revenue and expenses are kept within established boundaries.
• Facilitates post-event debriefing with executive summary report on the effectiveness of the event.
• Perform other duties essential to achieving established goals and objectives.
• Occasional travel (<10% per year)

Education and Experience

• Bachelor’s degree in Marketing, Meeting Planning or related field; or a minimum of seven (7) years equivalent progressive event planning experience.
• Demonstrates exceptional communication skills with proven ability to communicate via telephone, computer, and in person.
• Demonstrate the ability to plan and execute events of the highest quality and value in a timely, effective and cost-efficient manner.
• Ability to successfully manage multiple concurrent tasks as well as routinely prioritizing among major initiatives.
• Has knowledge of and is comfortable in learning to keep up to date on various technologies, including Office360, excel, PowerPoint or keynote, word or notes.
• Demonstrates past experiences as a multi-tasker in a fast-paced environment.
• Ensures exceptional customer service through leadership, communication and follow through with ASGE internal and external contacts (i.e., staff liaisons, hotel, ground transportation, caterers and restaurants).
• Proficient in current versions of Office360 programs.
• Due to the nature of ASGE’s programs, timing and various committee meetings, weekend and evening, on-site availability is required.

Welcomed Certifications/Memberships (Not Required): 

•  Certified Meeting Professional (CMP) is desirable but not required