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Event/Conference Consultant – Innova Solutions

Company Name: Innova Solutions
: Boston, MA 
Type: Contract

Job Description:

In partnership with the team lead, you will provide a consistent planning approach across all events by consulting with internal lines of business to execute small to medium size meetings and events.

You will be responsible for executing the stakeholder’s vision within the budget parameters. Execution responsibilities will include sourcing, contracting, registration website management, leading meetings with internal stakeholders, maintaining the project plan, food and beverage management, development of event specification guides, communications with stakeholders, full on-site execution, and post event reconciliation.

This role is a part of the Event and Conference Management Team.

Responsibilities will include but are not limited to:

  • Management of Client business programs/meetings/events, which would include consulting with our business partners on their meeting requirements, leading project planning, managing the meeting budget, sourcing event venues, contract management, attend travel in conjunction with travel management vendor, registration website and mobile app development, food and beverage management, etc.
  • Development of program specs and communications with vendors to clearly communicate execution needs of the event.
  • Schedule and lead planning meetings with stakeholders
  • Clear follow up communications with event stakeholders ensuring awareness of project deadlines
  • On-site execution of the event which would include leading pre-con meetings, vendor load in and set up, on-site registration management, staffing management, etc.
  • Attendance of regular team collaboration with ECM Director, event stakeholders, vendors, and other ECM support team members
  • Ordering of on-site event supplies as needed, including but not limited to, office supplies, name badges, and signage
  • Project management of event registration websites and mobile app builds
  • Proof registration websites and mobile apps to ensure details are correct before launches
  • Have a team mentality, effectively collaborating with fellow team members areas across the enterprise.
  • Demonstrate agility and flexibility to work on new areas or special projects as needed.
  • Strong budgeting acumen
  • Strong communication skills
  • Experience supporting with executive leadership
  • Tech-savvy and able to learn/adopt new technology tools and platforms quickly
  • Organized and able to plan appropriate project timelines, work backward from deadlines, identify milestones and owners, and execute against a plan

Advanced experience in PowerPoint

  • Proven written and communication skills
  • The Ideal Qualifications
  • Project management/program management skills
  • Business communications experience

Advanced experience with AirTable and CVENT

  • Continuous improvement mindset with a commitment to introducing new and innovative ideas and communications approaches
  • Strong attention to detail
  • Ability to work with a variety of behavioral styles & levels of management
  • Ability to think and adapt quickly to a fast-moving range of issues while remaining calm under pressure
  • Ability to be proactive, anticipate and problem solve quickly
  • Availability to work nights and weekends as needed for event execution
  • Event agency experience a plus
  • Willing and able to travel to various meetings and events throughout the year in various US locations (approximately 15-20 meetings and events)
  • Education: Bachelor’s degree

Innova Solutions is an Equal Opportunity Employer and prohibits any kind of unlawful discrimination and harassment. Innova Solutions is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment on the basis of race, color, religion or belief, national origin, citizenship, social or ethnic origin, sex, age, physical or mental disability, veteran status, marital status, domestic partner status, sexual orientation, or any other status protected by the statutes, rules, and regulations in the locations where it operates. 

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