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Event Planner

Company: Nth Generation Computing, Inc.
Location: San Diego
Posted on: February 10, 2024

Job Description:

**ESSENTIAL DUTIES AND RESPONSIBILITIES** , include, but not limited to, the following: * Creates an estimated event budget based on parameters set by the Senior Director of Marketing and CTO, to include tracking participating manufacturer sponsors ("partners") and estimating expenditures. * Administers any partner funding requirements, including official funding requests, retrieving event commits, and providing post-event proof of performance. * Meets with other departments to cue, set deadlines, and coordinate carrying out any budget actions. + For example: Facilitates graphic design for digital event advertising and/or creates and acquires Nth branded swag, etc. * Informs the team(s) of budget parameters and audits any related accounting, invoices, and receipts included in the CRM (FileMaker) for approvals and payment. * Proactively communicates status of event, tasks, budget, and any other updates throughout the process to the executive events team, which includes the VP of Sales, CTO, and the Senior Director of Marketing. * Documents any budget adjustments and final numbers and circulates at the close of the event. Confirms when accounting requirements are completed, and the event is officially closed. * Meets weekly with the executive events team to provide thorough and organized details regarding potential and upcoming events. * Ensures every event has a proper Call to Action (CTA) and follow up plan. * Provides bi-weekly updates to a company-wide Marketing Calendar with upcoming events, both Nth and 3 rd party, including all organization trade shows and more. Sends Outlook Calendar invites to Nth teammates for critical events. * Reaches out to partners with a detailed email of event partnering opportunities, including information on the funding dollar level, the overarching subject the event will cover, proposed model (panel, speaker, or other), what will be received with their partnership, event CTA, and any other pertinent details. * Reverse-engineers the event to set and communicate clear deadlines to all participating parties, both internal and external. Individually meets all strict deadlines. * Gathers all speaker data and presentations, and coordinates speaker/partner communications, including prep meetings and rehearsals, for both internal and external participants. * Establishes relationships with venue and vendor contacts, including upholding Nth's 5-star-level relationships. * Coordinates, books, and organizes all venue and/or related vendor communications. * Reviews vendor invoices, agreements, and contracts with the Senior Director of Marketing. * At minimum, provides bi-weekly updates to the Senior Director of Marketing on attendee registration numbers. * Logs all appropriate event updates for the weekly Nth employee video call. * Maintains a meticulous checklist of steps and tasks throughout the events process. * Audits any other departments tasks and communications relative to the event. * Facilitates third-party events, including: + Researching other possible events that would benefit Nth Generation. + Gathering all pertinent information related to these events and reporting all details to the executive events team for review and consideration. + Proactively ensuring the Nth team is aware of any upcoming pertinent 3 rd party events. + Coordinating Nth participants, including budgeting travel, informing them of full logistics, agenda, and relevant details - ensuring Nth has a CTA and proper method of retrieving leads. * Works strategically, collaboratively, and amicably to support any branch within the Marketing Department (including Marketing, Graphic Design, and internship programs) to ensure we are successful as a team, including tedious administrative assistance and/or fully assisting in helping cover a role and/or tasks if a teammate is out. * Frequently writes copy, edits, and proofs marketing and branding assets. * Offers suggestions to manager and team members on process improvements for job efficiency and accuracy. * Maintains Nth's overarching product knowledge, along with a working knowledge of the complex needs of a wide variety of event types and models. * Provides own transportation and has a reliable vehicle, which is always available for immediate dispatch. * Able to work during Nth Generation's core hours of operation, from 8:00am to 5:00pm. Demonstrates flexibility to work early and/or stay late if there are last minute requirements to perform tasks. * As business and operational demands dictate, duties, responsibilities and activities may change or additional duties may be assigned, with or without notice, and are expected to be performed. * Typically requires a bachelor's degree in Event Planning, Marketing, or related discipline; equivalent relevant experience in a similar field and/or direct experience with event planning will be considered. * Typically requires a minimum of one year of experience in a fast-paced, heavy-task-centric, events role; preferably with IT products and services, including data center hardware, software, and professional consulting services. * Ability to manage relationships with assertiveness, tact, and diplomacy. * Excellent interpersonal communication skills including assertiveness, tact, and diplomacy through writing/email and verbal/phone communications; to foster and maintain harmonious relationships with business partners, customers, vendors, and teammates. * Proficient in the utilization of digital marketing platforms (e.g., Mailchimp, Hubspot, etc.) * Proficient in posting and tracking social media platforms, such as LinkedIn, and Twitter * Collaborative, positive, patient, and enthusiastic to assist and cultivate these relationships. * Ability to balance long term projects alongside numerous hot tasks with grace and efficiency. * Adapts successfully and quickly in an ever-changing department (Marketing) and industry (Technology). * Ability to maintain composure under pressure. * Methodically organized, cool-headed problem-solver. * Focus on quality and meticulous attention to detail. * Ability to reverse engineer an event, setting and meeting deadlines, calendaring teammates, and driving processes. * Proficient in managing and running events virtually through use of platforms, such as Zoom, MS Teams, and/or Swapcard. * Highly proficient in Office 365 applications, including Microsoft Teams, Outlook, Excel, Power Point, and Word. * Provides own transportation and has a valid driver's license and a reliable vehicle, which is always available for immediate dispatch. * Flexible with demands on time and able to deal with frequent and last-minute scheduling changes. * Able to work during Nth Generation's core hours of operation, from 8:00am to 5:00pm. Demonstrates flexibility to come in early and/or stay late if there are last minute requirements to perform tasks. * As business and operational demands dictate, duties, responsibilities and activities may change or additional duties may be assigned, with or without notice, and are expected to be performed. Location (city, state or zip code) You must select a location. Education status You must select an education status answer. Seeking for You must select a seeking status answer.

Keywords: Nth Generation Computing, Inc., San Diego , Event Planner, Other , San Diego, California

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