Event Planner

The Onsite Event Planner is responsible for the logistic execution of the company training and educational live events and programs. The successful candidate must be a team player working collaboratively with cross functional teams.

Accountabilities

·       Works with internal cross functional teams, to help develop, implement, and maintain a program for customer and sales training consistent with business needs, practices, regulatory requirements, and industry standards.

·       Manages pre, on-site, and post-meeting facility services from start to finish for events taking place at the DS Academy and occasionally at other partner training facilities, including related hotel contracts, vendor contracts, speaker management, travel management, rooming lists, event orders, catering, on-site staffing, meeting room set-up, event marketing and budget management.

·       Drafts event invitations, proof printed materials, coordinate invites via email distribution, produce name badges, tent cards, organize equipment and supplies, coordinate all on-site set-up, manage registration & check-in and troubleshoot potential problems/conflicts (including Audio/Visual).

·       Requires proficiency in Meeting & Online Event Management Software (Cvent and Skedda) to:

§  Produce & regularly update an online events calendar to filter & schedule accessible meetings rooms/spaces by location, capacity, available resources, and services.

§  Implements system to collect contact details and transfer of information to appropriate governmental and internal groups for Continuing Education credit.

§  Builds and administers online surveys, providing timely reports to key stakeholders.

§  Create & maintain online program registration sites.

§  Create digital invitations to track and report results and event communication.

·       Continuously manages, forecasts, reviews, and audits program budgets to ensure accuracy of related billing. Tracks and reports expenses to key stakeholders and communicates changes to them on a consistent basis. Works with finance team to initiate and reconcile vendor payments in a timely manner.

·       Develops and continually refines processes and protocols to deliver a best-in-class customer experience.

·       Maintains a professional-level meetings commitment, including a flexible schedule that comprises of evenings, weekends as needed for proper training programs/events preparation and execution.

·       Performs other duties as assigned or as necessary.

Education

·       BA Degree

Years & Type of Experience

·       4-6 years of meeting planning or related experience.

·       Event Management preferred.

Key Required Skills, Knowledge & Capabilities

·       Knowledge and experience in the dental industry would be a plus, but not required.

·       Ability to multitask and problem solve.

·       Ability to overcommunicate in a way that facilitates customer engagement.

·       Excellent communication skills.

·       Excels at follow up and follow through.

·       Highly organized.

·       Excellent computer skills in Microsoft Office: Word, Excel, PowerPoint; Internet and Email applications; Project Management Software a plus.

·       Ability to apply principles of logical thinking to a wide range of intellectual and practical problems.

·       Extreme attention to detail and careful follow-through.

·       Ability to work independently, proactively, under pressure and collaboratively with team members at all levels of the organization.

·       Good negotiation, sales, and marketing skills.

This role is based in Charlotte North Carolina.  It is hybrid, however, does require the individual to be in office/onsite for scheduled events and meetings.