Event Planner

$80,000 - $90,000/Yr

Alvarez & Marsal - Tampa, FL

Part-time - Mid Level

Tampa, FL

10,001+ employees

Professional, Scientific, and Technical Services

About the position

The Event Planner at Alvarez & Marsal plays a crucial role in the planning and execution of various training programs and events. Reporting directly to the Events Manager, this position is responsible for the content creation, logistics, administration, and delivery of the PEPI training sessions. The Event Planner will assist in organizing year-end meetings, client events, internal meetings, off-site gatherings, and employee events, ensuring that all aspects are meticulously planned and executed. This role requires a proactive approach to managing multiple projects simultaneously, with a focus on creating a seamless experience for all participants. In this position, the Event Planner will create training schedules for all PEPI service lines, track outcomes, and maintain training records for attendees. They will plan small to medium-sized training sessions and meetings from inception to completion, under the guidance of the Event Manager. A key responsibility includes developing detailed Excel-based budgets that encompass all relevant analytics, such as per-person costs and comparisons to previous events. The Event Planner will also reconcile training budgets with actual expenses, collaborating closely with the finance team to ensure accuracy. The role involves drafting logistical plans and run-of-show documents for meetings and trainings, as well as managing on-site operations for both in-person and virtual events. The Event Planner will establish and adhere to policies and procedures related to event management, maintain comprehensive records of event communications and training procedures, and collaborate with various departments to enhance the delivery of training programs. Additionally, they will manage event registration sites, cultivate relationships with key business partners and vendors, and assist in post-event debrief sessions to gather insights for future improvements. The Event Planner will also oversee compliance training records, monitor completion rates of pre-training assignments, and manage virtual platforms for training sessions. This role requires a strong understanding of the hospitality industry, excellent project management skills, and the ability to work independently while also being a team player. The Event Planner will be expected to create engaging training materials, including videos, and ensure the ongoing maintenance of licenses for training participants.

Responsibilities

• Create training schedules for all PEPI's service lines and maintain training records for attendees.
• Plan small to medium training and meetings from start to finish under the guidance of the Event Manager.
• Create detailed Excel-based budgets with relevant analytics, such as per person cost and comparison to prior events.
• Reconcile training budgets with actuals, coordinating with the finance team for accuracy.
• Assist in the content creation ideation of internal meetings and trainings.
• Draft logistical plans and run of shows for meetings and trainings based on templates and established processes.
• Manage onsite/day-of operations for in-person and virtual events.
• Establish, implement, and adhere to policies and procedures associated with event management.
• Maintain shareable records of event aspects, including communications and training procedures.
• Collaborate with various departments in the development and delivery of training.
• Manage rooming lists and modifications for events.
• Build and manage event registration sites.
• Cultivate strong relationships with key business partners and vendors.
• Assist in post-event debrief sessions to gather insights for future operations.
• Develop comprehensive CPE invitations and submit rosters, sign-in sheets, and presentations to the Learning & Development department.
• Monitor and audit lists of participants, coaches, and role players, ensuring post-conduct assessments for continuous improvement.
• Oversee compliance training records of attendance for all PEPI employees and support them in completing required training.
• Efficiently index event invoices and collaborate with accounts payable to generate event numbers and set up new vendors.
• Monitor completion rates of pre-training assignments and communicate reminders to attendees.
• Schedule prework for coaches and role players, fostering effective communication and preparation.
• Manage MS Teams or other virtual platform rooms for all training sessions, ensuring a smooth virtual environment.
• Create and edit engaging videos for federal trainings, enhancing training materials.
• Assign and maintain Simpli5 licenses for participants, coaches, and role players, ensuring ongoing maintenance and optimization.

Requirements

• Professional training and experience applying curriculum design skills to build, run, and enhance case-based professional development programs.
• Experience working with and presenting to C-level executives.
• Minimum of 5-7 years of relevant meeting and conference planning experience.
• Ability to handle multiple projects and assignments and assess and analyze data.
• Judgment and problem-solving skills to resolve unanticipated problems.
• Demonstrate calm under pressure at all times.
• Extensive understanding of the hospitality industry and how to manage through the system efficiently and effectively.
• Strong project management, organizational skills, and attention to detail.
• Excellent customer service, professional, and interpersonal skills.
• Team player, but able to work independently with limited direct supervision.
• Proficient in Microsoft Office software programs (Word, Excel, PowerPoint, etc.).
• Working knowledge of Zoom, Microsoft Teams, Cvent, and virtual event management applications.

Benefits

• Healthcare plans
• Flexible spending and savings accounts
• Life, AD&D, and disability coverages
• 401(k) retirement plan with discretionary contributions
• Paid time off including vacation and personal days
• Seventy-two (72) hours of sick time (prorated for part-time employees)
• Ten federal holidays and one floating holiday
• Parental leave
• Discretionary bonus program based on individual and firm performance.