Paragon Events Hiring for Event Planning Specialist at Delray Beach, FL Full Time

Job Description

Are you looking for the next opportunity to learn and grow your career in a fast paced environment that affords you experiences with travel, a variety of clientele, and to be a part of an amazing company? Look no further, this is the job for you!

We’re looking for a driven and enthusiastic Event Specialist to help develop, deliver, and manage successful events for our clients ranging from global summits to incentive trips. In this unique role, the event specialist will travel to destinations around the world to manage events with the support of the events team. This event person would possess a high level of intellectual curiosity, and demonstrate strong judgment in the face of ambiguity. As a direct liaison between vendors, clients, and attendees, the Event Specialist will play an integral role on the events team. If this job description sounds like you, keep reading! After training there is the option to work a Hybrid schedule.

• This position is local to Delray Beach, FL.

This position reports to:

Manager of Meetings & Events and President & CEO

Supports: Event Manager

Roles that report to this position:

Event Coordinator and Assistant

Job Responsibilities & Duties:

Overview:

• Manages a minimum of 7-15 programs with between 100 – 500 participants on an annual basis with the assistance of the event team members
• The Event Specialist directly manages client projects that include, but are not limited to hotel site selection, registration design & management, rooming list management, menu planning, conference logistical planning, air travel management, BEO production and review, hotel contract management, audio visual planning, speaker management and complete meeting management
• The scope of this position is dependent upon assigned event programs.
• Provide any requested support to event and marketing department including support and logistics, typing of request for collateral, research products for procurement of promotional items and other special projects and submit clear forms for request of product
• Strong writing and interpersonal skills necessary

Strategic Event Management:

• Participate in establish, plan, and execute on specific long range organizational goals, policies, and other tasks
• See the “big picture” and meet objectives in all stages of event planning, design, and production
• Management of project elements within time limits and on budget as assigned
• Exceptional communication skills to liaise with internal stakeholders and some clients, identify their needs, and ensure customer satisfaction
• Able to conduct market research and gather information
• Negotiation of contracts with support of management review
• Hotel room blocking and site-visits oversight
• Begin to build event budgets
• Begin to create event timelines
• Event billing and financial management support
• Providing clear, concise reports to stakeholders
• Able to articulately propose ideas to improve services and event quality
• Proactive approach to handling issues and troubleshooting any emerging problems on the event day
• Oversee hotel room blocking and manage dates; provide comparisons and year over year assessment
• Coordinate event logistics ranging from food and beverage menus to audio visual
• Participate in general audio visual conversations and planning
• Negotiate venue contracts with accuracy
• Communicate with and secure vendors and be able to review and assess contracts
• Collaborate with event team on various programs and provide leadership and guidance to support teams
• Direct contact with high-profile clients and clearly articulate and support their goals
• Communicate and strengthen client relationships
• Coordinate create, negotiate and travel to site inspections as needed

Staff Management/Supervision:

• Ability to communicate plans and motivate team member supporting you to execute organizations goals, policies, and other tasks
• Ability to guide teams, keep them on task to achieve timely and successful completion of projects, and groom staff for job/career growth
• Provide guidance and feedback to the support team members
• Bear responsibility of being a project lead with minimal supervision
• Proactively anticipate client needs and formulate suggestions prior to meetings
• Manage clients budgets and maintain budget integrity and reporting

Finance:

• Management of budget elements including; income, expenses, sponsorship strategy, third party management, and vendor payments within the guidelines
• Work with the internal accounting department to invoice payments, submit vendor payments, and match weekly in order to close out the event
• Manage team to match jobs, anticipate deposits and clearly communicate budget revisions to clients

Marketing:

• Provide signage plan, services, and communication to marketing department in order to meet expectations of client
• Build signage plans and manage timelines and content to marketing department
• Pull a few more details

Qualifications:

• 3-5 years’ experience in event planning/hospitality industry
• Bachelor’s degree or higher preferred or equivalent experience
• CMP/CAE is a plus but not required
• Proficient with Microsoft Office Suite (outlook, excel, word, PowerPoint)
• Knowledge or/Proficient with on-line registration systems such as Cvent, Attend, and or Eventbrite
• Knowledge or Proficiency with e-communication systems such as Constant Contact, MailChimp, etc.
• Knowledge or/Proficiency with cloud based storage/communications systems such as Google Drive, Basecamp, Smartsheets, etc.
• Experience creating and managing a budget
• Current knowledge of trends in the hotel site selection and contract negotiation
• Travel is required (some is International) – approximately 30%
• Strong writing and interpersonal skills necessary

Requirements:

• Must be a team player, self-starter, motivated
• Must be efficient, organized, deadline oriented and driven with the ability to multi-task
• Must operate with a sense of urgency and drive project timelines to completion for both external clients and internal project team members
• Must be a self-starter and possess a positive work ethic for a fast-paced and growing company
• Professional, flexible personality
• Understand the importance of wardrobe, uniform requirements
• Honest and dependable
• Strong writing and interpersonal skills necessary

Salary, Benefits, & Schedule:

Salary based on experience + profit share and commissions

Paragon Events offers extensive benefits for full time salaried employees including Health & Life Insurance, 401K, PTO (Paid Time Off), Company Car after 3.5 years of service, and much more. These benefits would follow the standard company policies and additional information can be provided as requested.

Standard office hours are Monday through Friday, 8:30 am – 5:30 pm EST. There are times that evening and weekend support is required based on upcoming projects, programs & events, etc. This position would be an in office work space.

The marginal functions of this position have not been included. This job description in no way implies that these are the only duties to be performed. An employee will be required to follow any other job-related duties required by the manager.

Company Description

Paragon Events is a full-service meetings, association management, and marketing firm headquartered in Delray Beach, Florida. We operate both nationally and internationally. Our current portfolio of clients is comprised of corporate, government, technology, healthcare, and non-profit organizations, in addition to a high-end social clientele.

Paragon Events is a full-service meetings, association management, and marketing firm headquartered in Delray Beach, Florida. We operate both nationally and internationally. Our current portfolio of clients is comprised of corporate, government, technology, healthcare, and non-profit organizations, in addition to a high-end social clientele.