The ideal candidate thrives in a fast-paced environment, is detail-oriented, and can manage multiple projects simultaneously while delivering high-quality experiences for both clients and internal stakeholders.

A SNAPSHOT OF YOUR RESPONSIBILITIES:

• Plan and execute bespoke client events that support sales relationships and business development efforts

• Manage end-to-end event logistics, including venue sourcing, vendor management, catering, production, transportation, and overall guest experience

• Own all event communications and documentation, including attendee tracking, rooming lists, travel manifests, and activity selections with a high degree of accuracy

• Oversee the development and approval of event communications (Save-the-Dates, invitations, RSVP materials) in partnership with internal design teams

• Develop and manage event budgets from inception through reconciliation, including expense authorizations, real-time tracking, and coordination with Finance

• Manage vendor relationships, including onboarding, contracting, and invoice processing via Coupa

• Lead internal engagement events such as team gatherings, leadership meetings, and employee experiences

• Provide on-site event management, ensuring seamless execution from setup through breakdown

• Partner closely with Ad Sales leads, internal stakeholders, and cross-functional teams to align events with business objectives

• Develop and maintain timelines, run-of-show documents, and all event-related communications

• Proactively troubleshoot and resolve issues in real time to ensure a high-quality attendee experience

• Manage premium/merchandising programs, including concept development, sourcing, packaging, shipping, inventory tracking, and recipient management

• Maintain key sales resources, including event calendars, inventory trackers, and client program materials

• Create and maintain detailed event dossiers for each Ad Sales hospitality program

• Support internal Ad Sales events, including charitable initiatives, team-building activities, and recognition programs

• Partner with team coordinators to ensure timely and accurate reconciliation of all event expenses

WHAT YOU WILL NEED:

• Experience in corporate event planning (media experience preferred)

• Proven experience managing client-facing events and corporate programs

• Strong vendor relationships and negotiation skills

• Demonstrated experience managing budgets and financial processes

• Exceptional organizational and project management skills, with the ability to manage multiple events simultaneously

• Strong communication and stakeholder management skills

• Experience working with VIPs, C-level executives, and high-profile clients

• Ability to remain calm under pressure and problem-solve in real time

• Highly detail-oriented with excellent time management and multitasking abilities

• Ability to work both independently and collaboratively

• High level of professionalism and strong interpersonal skills

• Willingness to work flexible hours, including evenings, and travel as needed

• This role supports a dynamic event calendar and is not a traditional 9–5 position

• Availability and responsiveness during active events and after-hours are required

• Evening and extended hours will be necessary based on event schedules

• Flexibility and a solutions-oriented mindset are essential

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