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SHRM Specialist, Event Logistics in Alexandria, Virginia

Specialist, Event Logistics

1800 Duke St, Alexandria, VA 22314, USA

Req #227

Tuesday, September 21, 2021

At SHRM, we are committed to making work, workers and workplaces better through insights-driven policy solutions, learning and development, thought leadership and research. We are shaping the ways employers and employees thrive together. SHRM is empowering our more than 300,000+ members, including HR professionals, business executives, and people managers, to lead as strategic business partners and effective stewards of workplace culture, business productivity, and employee engagement.

The Specialist, Event Logistics contributes to the successful execution of SHRM’s major conference offerings, including the Annual Conference & Expo, multiple specialty conferences, and other hybrid meetings and events reaching between 100 – 25,000 people annually. This position is responsible for supporting the budgeting and forecasting activities, invoice processing and tracking, and general logistical planning for the Event Strategy & Experience team.

Your Day:

  • Budgets & forecasts:

  • Working with the Events team on the creation of large event budgets, tracking of actuals, budget customizations, forecasts, and edits based on latest event parameters and target goals

  • Preparing Spring and Fall forecasts and executes entries in internal Accounting software, meeting all internal financial deadlines

  • Managing invoice payment process, track expenses, and submit entries in financial software for SHRM’s events with a high level of focus on detail and accuracy and strong understanding of event terms, vendors, classifications, and proper coding.

  • Coordinating budget planning and ensure events stay within cost projections.

  • General logistical planning responsibilities include:

  • Programming support and event entries for web, Session Planner, virtual event platform and mobile application viewing access

  • Overseeing compliance with event insurance applications and conference data updates for Legal department

  • Researching and maintaining relationships with vendors for event support services

  • Creating customized event forms for collection and presentation decks to assist in post – event evaluations and outcomes

  • Event operational specification creation and submissions, or review for outsourced planners

  • Banquet Event Orders, Audio Visual Event Orders, signage, programs, and floorplan reviews and editing

  • Organizing and managing event details and logistics including but not limited to: site visits, inspections, conference matrices, rooming lists, meeting specifications, transportation, health and safety, catering, AV/production, telecommunications, utilities, staging, equipment, furnishing rentals, photography, videography, ADA support providers, translation, event/VIP security, décor, temporary staff, attendance tracking, onsite materials, show management freight, and other service providers on conference orders

  • Backup and sub-lead on major projects within an event, when needed.

  • Other duties and projects as assigned to support SHRM events

Must Haves:

  • Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, Business, Accounting, English, or equivalent relevant work experience and training.

  • At least 3 years of progressively complex experience in a similar work environment and role, preferably with medium to large brand(s) or organizations, specifically in event and meeting planning, including specific expertise with city-wide conferences and expositions

  • Experience with live and virtual events/ conferences, including experience with digital event hosting platforms, web content uploading and editing, and mobile apps

  • Clear demonstration of successful project coordination

  • Strong project management, customer service, collaboration, and time management skills

  • Consistent attention to detail, organization, prioritization, and analytic skills

  • Ability to forge strong relationships with internal and external stakeholders at all levels

  • Self-starter attitude and the ability to work collaboratively across the entire SHRM organization, with an inclination to achieve the “best possible” result for members and customers

  • Excellent verbal communication skills and effective written communication abilities

  • Good judgment skills and adherence to deadlines in a fast-paced environment.

  • Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, event management and registration platforms, conference applications, Adobe, and financial software

  • Analytical skills with ability to synthesize data

  • Candidates must have a proven commitment to SHRM's six Guiding Principles:

  • Bold Purpose

  • Excellence & Accountability

  • Flexibility & Agility

  • Smart & Curious

  • Collaborative Openness

  • Push Back to Move Forward

Physical Requirements

  • Must be able to perform essential duties satisfactorily with reasonable accommodations

  • Work is generally done sitting, talking, hearing, and typing. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading

  • Visual acuity requirements include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus

Work Environment

  • Work is regularly performed in a combination of office and conference settings and routinely uses standard office equipment.

  • Travel Required: Moderate 20-30%

Our employment practices are in accordance with the laws that prohibit discrimination against qualified individuals on the basis of race, religion, color, gender, age, national origin, physical or mental disability, genetic information, veteran’s status, marital status, gender identity and expression, sexual orientation, or any other status protected by applicable law.

SHRM is an equal opportunity employer (Minority/Female/Disabled/Veteran).

We do not sponsor applicants for work visas.

Other details

  • Job Family Meetings and Events

  • Pay Type Salary

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  • 1800 Duke St, Alexandria, VA 22314, USA