DescriptionAre you an event planner that enjoys blending creativity with organization? Are you effective at bringing people together for a common goal? Can you get in the nitty gritty details while also seeing the big picture? If you answered, “yes, yes and yes,” then we want to hear from you. We are expanding our marketing events team and looking for an event manager ready to lead.The Event Planner will be part of the Integrated Products Division’s marketing team and report to the Event Manager. The Event Planner will provide logistics support and coordination for ARA’s annual conferences, as well as support for various marketing tradeshow events. Due to the nature of work, this position can be based in Randolph, Vermont, Greenville, South Carolina, Sterling Heights, Michigan, or fully remote. This is an exciting opportunity to make an immediate and long-term impact on a growing team.
What you’ll do as an Event Planner
Function as a project manager and logistics lead for ARA’s annual conferences under the direction of the Director of Corporate Operations and the Committee Chairperson. Includes:
Working with consultant and Committee Chairperson to investigate and secure contract with hotel (event location and accommodations).
Organize committee meetings, track action items, and assist with communications.
Coordinate meeting space, training spaces, awards banquet space, etc.
Works with hotel staff and others to address ground transportation, space, AV, and exhibit needs.
Assist with hotel accommodations, meal selections, etc.
Work with others on event committee to ensure a smooth event.
Support various marketing tradeshow events for ARA divisions. Includes:
Confirm reservations, registrations and manage itineraries.
Develop and issue client/supplier contracts, submit RFP’s, secure meeting space, research and create budgets for proposals.
Handle all participants regarding event specifications, RFP's, registrations, confirmations, cancellations, schedules, and cost summaries.
Deliver on-site execution and conduct post-event surveys.
Oversee arrangements for event production and on-site technology.
Coordinate all travel/ transportation for group/hotel reservations, sales meetings/expense reimbursements.
Develop agenda and itinerary, organize and procure all speaker biographies and materials and logistics for successful program execution.
Negotiate logistics and entertainment for VIP, and guest special events as well as contract arrangements for breakout sessions.
Provide creative support and assistance by researching and understand their needs for the event: staffing, meeting rooms, ballrooms, hospitality suites, hotel rooms, catering, signage, security, display areas, site- checks
Ensure events meet legal, safety, and health requirements and regulations; obtain the proper permits from fire/ health departments.
Coordinate registration process.
Keep current lists of available venues/ services with pricing options.
Event Planner Requirements
5+ years of corporate event planning experience
Experience negotiating contracts with vendors, suppliers and clients
Adept at basic accounting and budgeting
Excellent communication, organizational skills, time management, and attention to detail
Ability to handle pressure and make good decisions quickly
Event Planner Preferences
Event management training and/or certifications
Experience managing events for Department of Defense contractor
C ompany & Division InformationApplied Research Associates, Inc. (ARA) was founded in 1979 with a clear purpose in mind: to create an environment in which highly skilled professionals can pursue their passions while offering innovative solutions to complex problems of global importance. The purpose and mission upon which ARA was originally founded have remained constant as we chart the course for our future.QualificationsBehaviorsRequired
Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
Team Player: Works well as a member of a group
Leader: Inspires teammates to follow them
Enthusiastic: Shows intense and eager enjoyment and interest
MotivationsRequired
Self-Starter: Inspired to perform without outside help
Growth Opportunities: Inspired to perform well by the chance to take on more responsibility
Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
Entrepreneurial Spirit: Inspired to perform well by an ability to drive new ventures within the business
Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization
EducationPreferred
Bachelors or better in Marketing
ExperienceRequired
5 years: Experience related to the position
Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
