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Event Specialist

Indianapolis, IN 46256

Posted: 01/10/2025 Employment Type: Contract Job Category: Marketing Job Number: 627144 Is job remote?: No Country: United States

Job Description

Planet Interactive is seeking a hybrid Event Specialist to join our well-known Biotechnology client. 
  • Pay: $28-$33/hr depending on experience 
  • Location: Hybrid in Indianapolis office (3 days per week in office)
  • Travel: 25%
The Event Specialist is responsible for the Customer Engagement on the road and Indianapolis based event programs. Responsible for managing and overseeing the planning and coordination to ensure a seamless event experience for our customers and internal company teams. This role requires excellent vendor management skills, event organization, and on-site support.

Event Specialist Responsibilities:
  • Event Management:
    • Manage event timelines and status movement throughout the life of the event.
    • Create and manage the meeting agenda and show flow.
    • Create and maintain schedules/calendars.
    • Schedule, prepare for, and lead planning calls.
    • Coordinate Speaker Management; communication for events, collection of biographies, session descriptions, and presentations.
    • Manage all changes effectively in our event planning system.
    • Lead communication with internal partners, customers, and vendors.
    • Provide timely and accurate reporting for your meetings before, during, and after events.
    • Understand policies and issues pertaining to meetings with HCP’s in attendance.
    • Plan and produce virtual meetings and webinars on various platforms.
  • Vendor Management:
    • Clearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the program. 
    • Oversee vendor responsibilities and communicate progress and updates to internal partners. Including, but not limited to:
      • Event location sourcing
      • Customer communications
      • Customer travel arrangements
      • Meeting requirements/specifications
  • Attendee Management:
    • Manage all aspects of the attendee registration process.
    • Event registration site management including: web build, invitation and communication creation, session management, etc.
    • Create and maintain rooming lists. 
    • Secure travel logistics: air, ground, hotel, food & beverage, etc.
  • On-Site Management:
    • Attend and lead on-site events.
    • Ensure the event is run in a timely manner and the team stays on task.
    • Manage presentation content and customer and internal tours.
Event Specialist Skills:
  • Experienced in Event Planning
  • Attention to detail and organizational skills
  • Strong Multi-task abilities
  • Comfortable with leading planning calls with Sales Team and Leadership
  • Confident in decision making ability
  • Team Focused - enjoys working in a team environment
  • Works well under pressure, both alone and in a team setting
  • Customer Focused - create great experiences for our customer
  • Professional oral and written communication skills
  • Computer Proficient. Experienced in using Microsoft Office products, Google products, and Zoom
Event Specialist Qualifications: 
  • Bachelor's Degree in hospitality management, communications, business, or a comparable program preferred.
  • Minimum of 2 years in Event Management Experience. 
  • Must reside in the Indianapolis, IN area. 
  • Proficient in CVent, Salesforce, Google Suite, and Zoom preferred. 
#LI-AW2

The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the recruiter to ensure it’s from @planetinteractive.com - and not a domain with an alternative extension like .net, .org or .jobs. Candidate safety is a top priority at Planet Interactive.

Planet Interactive and The Planet Group of Companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.

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About Indianapolis, IN

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