Event Specialist

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges.

Join us and create a higher standard for a better world.

ESSENTIAL FUNCTIONS

• Hotel and venue sourcing for all PRI divisions to include Cvent RFP submissions and reporting, recap proposals with Manager, Events, Travel & Program Administration, negotiate best pricing and concessions, build contracts using standard template, work with hotels and Fullsight Procurement for finalization and signatures, and negotiate and prepare contract addendums. (25%)
• Manage hotel room blocks either through Passkey or with direct links. Set-up each hotel on platform with contracted rates and requirements, build parameters to ensure minimums are met, pull weekly reports, monitor pickup and make adjustments as needed. Conduct hotel pick up audits and create final event reports. (20%)
• Manage pre-event logistics for PRI Events, including but not limited to registration, travel, food & beverage requirements, venue management, audio visual requirements, payment of deposits, shipping, etc. Build all required packages in the selected registration platforms (Cvent, in-house systems, etc.). Test all links, codes, rates and confirmations prior to launch. Proactively manage registration timelines to ensure launch dates are met. Prepare and send weekly registration reports prior to events and nightly reports on-site. Data management and collection and implementation of data privacy and security. (40%)
• Manage onsite logistics and registration. Create on-site staff schedules. Train and oversee staff on-site including urgent no show and replacement requests. Prepare RFP for all on-site equipment and utility requirements. Work with Manager, Events, Travel & Program Administration to ensure all items are ordered, space layouts are correct, and budget requirements are met. (10%)
• Process travel authorizations for PRI Staff, Auditors, and Subscribers as necessary (5%)

MINIMUM REQUIREMENTS

• Bachelor's degree in business or related field.
• 3 years' experience in conference management role with an association or corporation
• 3 years' experience managing 3rd party registration system integrations (Cvent and/or similar), Cvent event management system, hotel sourcing, and registration software (or 1 year + Cvent (or similar) certification)
• Experience sourcing, negotiating, and contracting hotels and venues
• Experience building/managing room blocks in Passkey (Cvent certification for housing management may be accepted in lieu of experience)
• Experience with Microsoft Office Suite - intermediate-advanced level
• Understanding of event budgeting, forecasting and reporting
• Strong negotiation skills
• Data collection and data management skills
• General awareness of data privacy regulations
• Builds and maintains strong vendor relationships
• Excellent communication skills
• Highly organized and efficient
• Results and solutions oriented
• Flexible, positive, and willing attitude
• Takes initiative and makes recommendations for process improvements
• Team player who displays respect and integrity
• Ability to quickly learn new systems and processes
• Takes ownership and pride in work
• Remains calm and professional under pressure

PREFERRED QUALIFICATIONS

• Certified Meeting Professional Designation preferred but not required

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Ability to travel 20% of the time.
• May be required to lift 25lbs
• Ability to read/review documents.
• Ability to balance the long-term ("big picture") and short-term implications of individual decisions
• Ability to analyze multiple options and apply best solutions to business problems
• Ability to maintain confidentiality of information
• Ability to work for long periods at a computer/desk.
• Standard office environment.

ABOUT THE ORGANIZATION

SAE IndustryTechnologies Consortia (SAE ITC)enables organizations to define and pilot best practices. SAE ITC industry stakeholders are able to work together to effectively solve common problems, achieve mutual benefit for industry, and create business value.

The Performance Review Institute (PRI)is the world leader in facilitating collaborative supply chain oversight programs, quality management systems approvals, and professional development in industries where safety and quality are shared values.

SAE International (SAEI)is a global organization serving the mobility sector, predominantly in the aerospace, automotive and commercial-vehicle industries, fostering innovation, and enabling engineering professionals. Since 1905, SAE has harnessed the collective wisdom of engineers around the world to create industry-enabling standards. Likewise, SAE members have advanced their knowledge and understanding of mobility engineering through our information resources, professional development, and networking.

Fullsight is a shared services group working across three affiliate organizations, SAE ITC, SAE International, and Performance Review Institute (PRI), uniformly delivering HR, IT, Legal, Customer Success, Finance, and Procurement services, which enables us to distribute resources across all parts of our businesses.

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Fullsight 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, national origin, disability status, genetics, protected 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.