Corporate Communications & Events is a shared service supporting VGM Group. This team provides marketing, branding, communications and events support to more than 20 VGM business units and 1600+ employee owners across 5 locations and 40 states. Position Summary The event planner's primary responsibilities are to oversee meetings, events, and conferences for VGM Group companies, inclusive of planning, marketing, budgeting, coordination, on-site supervision, and evaluation. This person will be responsible for coordinating event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations, as well as delivering high-quality customer service. Reporting Accountability: Events Manager Working Location: Waterloo, Iowa Work Hours Classification Full-time, Monday-Friday 8-5 PM, must be willing to work off-hours regularly when events and functions occur. Responsibilities/Duties of the Job As the event planner, success is exhibited by the quality and execution of the event, and the satisfaction of the client and participating attendees.
- Hands-on involvement in tradeshow logistics including booth scheduling, shipping, assembly, ordering of services, staffing, and arranging client appreciation/hospitality events.
- Plan and coordinate traveling customer education events.
- Plan, coordinate, and implement monthly employee appreciation events for 1000+ employees.
- Write and distribute RFP's and evaluate proposals from national and international destinations for meeting space and hotel accommodations.
- Request/order, review and approve appropriate collateral material and premium items.
- Staff meetings/events as needed.
- Out-of-state and international travel required.
- Responsible for tracking all invoices and expenses.
- Maintain accurate records of events and orders.
- Serve as liaison to charitable organizations seeking funding or volunteers.
- Build relationships with VGM Group leaders; building trust and thought leadership regarding event planning and execution.
- Strategically think through event logistics, exhibiting keen anticipation skills.
- Event coordination and management requires frequent work outside of Monday-Friday, 8-5 hours; the ability to perform off-hours work is required.
Position Qualifications Education/Experience:
- College degree or equivalent on the job training.
- Previous event experience highly preferred.
- Familiarity with online event registration programs, online travel management programs, and social media.
- Experience with booking/arranging travel, hotel reservations and room blocks.
Skills and competencies:
- Qualified candidates must possess and demonstrate the ability to handle multiple concurrent projects and details simultaneously.
- Self-direction, tact, diplomacy, and a clear, courteous, and professional manner when dealing with internal and external clients.
- Excellent interpersonal skills both in the office and at off-site/afterhours events. Ability to work cooperatively with staff inside and outside of the department.
- Ability to work well under pressure.
- Strong organizational and time management skills; ability to multitask and prioritize job duties.
- Financial planning knowledge and experience.
- Team player that is flexible and able to adapt to change.
- Demonstrated excellent oral and written communication ability.
- Excellent attention to detail.
- Proficiency with Microsoft Word and Excel.
- High energy level and sense of humor essential.
- Great customer service skills.
Physical Requirements:
- Valid passport or willingness to obtain.
- Travel and working outside of regular hours will occur occasionally.
- Operation of office equipment and using technology efficiently such as computers, phones, misc. office equipment.
- Visual abilities to include reading, distance vision and peripheral vision.
- Moving throughout the VGM facilities when needed.
This job description reflects the general duties of the job but is not a detailed description of all duties which may be inherent to the position. Reasonably related additional duties may be assigned to the individual Associate. VGM Group, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, pregnancy, national origin, disability, genetic information, military or veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.