Job Summary
The Senior Events Planner is responsible for supporting the logistical planning and execution of high-quality events and meetings. The individual will work closely with vendors and internal teams to ensure that events meet ICANN's and the community's needs, maintaining professional standards and ensuring smooth logistical operations.
Key Responsibilities & Duties
* Assist in planning and coordinating logistics for face-to-face events, including contract support, A/V equipment setup, room arrangements, catering, housing, transportation, and registration.
* Collaborate with the Design and Production team to support effective communication and coordination.
* Provide on-site support to ensure smooth execution of event logistics, addressing any issues that arise.
* Assist in evaluating events and making suggestions for improvements based on feedback and post-event analysis.
* Coordinate with internal teams, including Meetings Technical Services (MTS), Legal, Procurement, Communications, Finance, and E&IT, to ensure that event logistics align with organizational needs and budgets.
* Support the event planning team in the development and maintenance of event policies and procedures.
* Track industry trends and suggest adjustments to event logistics and planning processes where applicable.
* Assist in managing vendor relationships, including supporting the RFP process and purchasing procedures.
* Maintain communication channels between the event planning team and other departments through platforms like ICANN's intranet.
* Assist in preparing documentation and communication materials related to events, including blogs, announcements, and training resources.
* Conduct site inspections, recommend event locations, and support contract negotiations with venues and vendors.
* Assist with project plans, budgets, purchase orders, and payment reconciliations related to event logistics.
* Support compliance with safety and security protocols during events, in coordination with the Security Operations team.
* Perform other duties as assigned or requested.
Required Knowledge, Skills, and Abilities (KSAs)
* Experience in planning and executing events of various sizes and complexities.
* Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
* Excellent interpersonal and communication skills, capable of collaborating with internal teams and external vendors.
* Experience in vendor coordination, including supporting contract negotiation and budget tracking.
* Familiarity with safety and security considerations in event planning and execution.
* Ability to work independently and with minimal supervision.
* Attention to detail and capability to perform under pressure.
* Proficiency in oral and written communication.
* Solid organizational and administrative skills, including the ability to handle multiple projects at once.
* Basic knowledge of Event Management Software (EMS) and familiarity with different event technology platforms.
* Proficiency in Microsoft Office Suite and basic Adobe Professional skills.
Education and Experience Requirements
* Bachelor's Degree required.
* Certified Meeting Professional (CMP) certification preferred.
* Minimum seven (7) years of international event operations and management experience in the corporate/business space.
* Fluency, both written and spoken, in English is required.
* ICANN is a global organization that values diversity; preference will be given to candidates with demonstrated skills in additional languages besides English.
Working Conditions & Physical Requirements
* Comfort level with an international work environment that requires availability at times outside normal business hours.
* Ability to travel extensively, up to two weeks at a time, for site inspections, preparatory meetings, and events both domestic and international.
* Work is performed in a normal office environment with limited privacy and some exposure to background noise.
* Frequent standing and walking.
* Regular sitting.
* Frequent talking or hearing; using hands and arms to reach, handle or feel.
* Specific vision abilities required: close vision, color vision, and ability to adjust focus.
* Ability to lift and/or move up to 25 pounds.
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