Event Planner – Morgan Stanley

Company Name: Morgan Stanley
Location: New York, NY
Type: Full Time

Job Description:

Event planners are responsible for managing and implementing a wide range of client facing and internal conferences, both in-person and virtual across all Business Units. Current position will focus on Institutional Securities events.

>Event responsibilities include the full planning and execution of multiple in-person events and conferences:

  • Includes venue sourcing, contracting, budget, site selection, online registration, all digital and print materials, transportation, accommodation, communications, activities, theming/decor, entertainment, gift selection, catering, audio visual, content supervision, speaker selection and event reconciliation.

>Virtual event planning:

  • Includes contracting, budget, virtual platform selection, online registration, all digital materials, communications, entertainment, gift selection, content supervision, speaker/entertainment selection and event reconciliation. Understanding of zoom or other approved Firm platforms.

>On-site support for larger conferences

>Sourcing, negotiating and managing all contracts and vendors (i.e. Venue Finding Agents, venues, transportation, speakers, entertainment, Destination Management Companies etc.)

>Financial management, including the following: Budget development and management, billing and post-meeting reconciliation, final financial reporting and cost analysis

>Invitation and Registration Strategy: partner with event hosts to develop invite and registration, generate invitee lists prepare registration content and manage status reporting to the BU as required. Liaise with web-build team to direct all content development and registration flow.

  • Responsibilities include heavy concentration of all of Cvent products, including core invite and registration platform, mobile app, onsite solutions (badge/schedule printing), reporting portals, and surveys.

>Working with Creative Services to map out a consistent design and print plan – specifically, creating and designing event/conference collateral, including save the date, invitation, speaker booklets, attendee lists, agenda and any other marketing material

>Organizing program production, including audiovisual, staging, webcasts

>Serving as main contact with internal and external clients to ensure that all are fully informed and given the highest level of service

>Preparing and communicating written logistical specifications of the event/conference to the meeting venue

>Regular travel for site inspections and on-site management of live events to ensure full coordination of logistics and on-site team

>Post event wrap up including final attendees, budget reconciliation, observations, suggestions for following year, event surveys and debriefs

>Keeping updated on venue developments/new venues, speakers etc.

>Ensuring compliance and risk guidelines are followed

>Supporting other team members on overall program logistics

>Travel (approximately 30-40% annually) for site inspections and on-site management of live events to ensure full coordination of logistics and on-site teams

>Ability to work on multiple events simultaneously, potentially with different internal contacts for each event

Requirements

>10+ years of previous related experience and proven ability in Financial sector conference planning

>Bachelor’s degree

>CVENT

>Motivated, self-starter, ability to work independently and project plan

>Leadership/influencing/negotiation and decision-making skills

>Consistent attention to detail and strong organizational skills

>Strategic thinker

>Strong team player

>Exhibit strong work ethic – set high standards of excellence

>Excellent oral and written communication skills

>Customer focus, approachable

>Flexible and willing to work long hours (evenings, weekends) and travel

>Ability to manage multiple projects simultaneously

>Proficiency with MS Office