Events & Public Relations Specialist
Allied Solutions, Carmel, IN, United States
Events & PR Specialist
The Events & PR Specialist supports the end-to-end strategic lifecycle of an extensive corporate events portfolio. This role encompasses venue sourcing, contract negotiation, multi-channel communications, on-site execution of events, and a complex national tradeshow circuit. The Specialist acts as a liaison between senior executives, business units, and global vendors to ensure brand alignment and operational excellence. Job Duties and Responsibilities
Tradeshow Operations & National Conference Planning: Manage the presence and participation at national industry conferences (AFSA, ACU, CUES, etc.) Exhibition Management: Determine sponsorship levels, register for booth space, and manage specialized drayage/labor (Freeman/GES) Oversee booth maintenance, electrical requirements, and hardware functionality (Lightboxes/Table Tops) Logistics & Fulfillment: Coordinate the shipping of booths and collateral Research past participation to confirm and register attendees, providing final detail briefings to all traveling staff Auxiliary Events: Plan conference-adjacent client events, including venue selection, banquet event order management, and invitation distribution to partners and clients Event Portfolio Management: Assist in the end-to-end sourcing, planning, and execution for proprietary events Sourcing: Coordinate RFP process for potential venues; conduct site visits and research to provide venue recommendations to Leadership Negotiate rates, dates, space, concessions, and oversee the legal review of all event agreements Strategic Planning: Collaborate with business units and senior management to define agenda frameworks and meeting goals Curate off-site dining, team-building activities, and specialized vendors (destination management companies, transportation, etc.) Communication: Manage the digital event footprint, including building conference websites, registration forms (Cvent/Smartsheet), and mobile apps Partner with Marketing and Field Communications to design logos, invitations, and event content Execution: Oversee on-site logistics including F&B, dcor, AV requirements, and room set-ups Manage the production of signage, prizes, and promotional giveaways Budget Management & Financial Reconciliation: Serve as a financial steward of the annual event budget portfolio Financial Tracking: Create detailed event budgets and update actuals based on invoices and sponsored payments Accounts Payable: Review and process all vendor payments, deposits, and check requests Reporting: Assist in maintaining a comprehensive budget portfolio and deliver final "Budget vs. Actual" comparison spreadsheets to the Manager, Events to ensure all results remain within financial targets Strategic Industry Engagement: Support on-site brand presence at industry networking events Active Representation: Serve as a brand ambassador at assigned national conferences including AFSA, GAC, NCUCA, and the Auto Finance Summit Network Development: Cultivate and maintain relationships with industry partners, vendors, and clients during session breaks, exhibit hall hours, and networking dinners Session Attendance: Attend conference sessions to stay current on industry trends, regulatory changes, and competitive landscapes Logistical Oversight: Conduct on-site walk-throughs of venues and oversee booth functionality to ensure a seamless brand experience Qualifications (Education, Experience, Certifications & KSA):
Bachelor's degree in Marketing, Hospitality, or Business, or equivalent combination of education and experience. 3-4 years of work-related experience. Experience in a coordinator or marketing role; B2B event planning preferred. Technical Proficiency: Cvent, Smartsheet, Salesforce Marketing Cloud (SFMC), Infor, and Microsoft Office. Core Skills: Strong project management and multitasking abilities Excellent verbal and written communication with executive-level professionalism High attention to detail and problem-solving skills Critical thinking to identify issues, opportunities, and recommendations Exceptional customer service mindset with a passion for hospitality Ability to remain calm and effective under pressure Travel: Ability to travel up to 30% for site visits, networking, and on-site event management.
The Events & PR Specialist supports the end-to-end strategic lifecycle of an extensive corporate events portfolio. This role encompasses venue sourcing, contract negotiation, multi-channel communications, on-site execution of events, and a complex national tradeshow circuit. The Specialist acts as a liaison between senior executives, business units, and global vendors to ensure brand alignment and operational excellence. Job Duties and Responsibilities
Tradeshow Operations & National Conference Planning: Manage the presence and participation at national industry conferences (AFSA, ACU, CUES, etc.) Exhibition Management: Determine sponsorship levels, register for booth space, and manage specialized drayage/labor (Freeman/GES) Oversee booth maintenance, electrical requirements, and hardware functionality (Lightboxes/Table Tops) Logistics & Fulfillment: Coordinate the shipping of booths and collateral Research past participation to confirm and register attendees, providing final detail briefings to all traveling staff Auxiliary Events: Plan conference-adjacent client events, including venue selection, banquet event order management, and invitation distribution to partners and clients Event Portfolio Management: Assist in the end-to-end sourcing, planning, and execution for proprietary events Sourcing: Coordinate RFP process for potential venues; conduct site visits and research to provide venue recommendations to Leadership Negotiate rates, dates, space, concessions, and oversee the legal review of all event agreements Strategic Planning: Collaborate with business units and senior management to define agenda frameworks and meeting goals Curate off-site dining, team-building activities, and specialized vendors (destination management companies, transportation, etc.) Communication: Manage the digital event footprint, including building conference websites, registration forms (Cvent/Smartsheet), and mobile apps Partner with Marketing and Field Communications to design logos, invitations, and event content Execution: Oversee on-site logistics including F&B, dcor, AV requirements, and room set-ups Manage the production of signage, prizes, and promotional giveaways Budget Management & Financial Reconciliation: Serve as a financial steward of the annual event budget portfolio Financial Tracking: Create detailed event budgets and update actuals based on invoices and sponsored payments Accounts Payable: Review and process all vendor payments, deposits, and check requests Reporting: Assist in maintaining a comprehensive budget portfolio and deliver final "Budget vs. Actual" comparison spreadsheets to the Manager, Events to ensure all results remain within financial targets Strategic Industry Engagement: Support on-site brand presence at industry networking events Active Representation: Serve as a brand ambassador at assigned national conferences including AFSA, GAC, NCUCA, and the Auto Finance Summit Network Development: Cultivate and maintain relationships with industry partners, vendors, and clients during session breaks, exhibit hall hours, and networking dinners Session Attendance: Attend conference sessions to stay current on industry trends, regulatory changes, and competitive landscapes Logistical Oversight: Conduct on-site walk-throughs of venues and oversee booth functionality to ensure a seamless brand experience Qualifications (Education, Experience, Certifications & KSA):
Bachelor's degree in Marketing, Hospitality, or Business, or equivalent combination of education and experience. 3-4 years of work-related experience. Experience in a coordinator or marketing role; B2B event planning preferred. Technical Proficiency: Cvent, Smartsheet, Salesforce Marketing Cloud (SFMC), Infor, and Microsoft Office. Core Skills: Strong project management and multitasking abilities Excellent verbal and written communication with executive-level professionalism High attention to detail and problem-solving skills Critical thinking to identify issues, opportunities, and recommendations Exceptional customer service mindset with a passion for hospitality Ability to remain calm and effective under pressure Travel: Ability to travel up to 30% for site visits, networking, and on-site event management.