Firmwide Event Planner – Morgan Stanley

Company Name: Morgan Stanley
New York, NY
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/ d├ęcor, 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
  • 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