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.

Current Responsibilities Include Virtual Event Planning

• 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.
• Traditional 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/ décor, entertainment, gift selection, catering, audio visual, content supervision, speaker selection and event reconciliation

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
• 5+ 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