Events & Public Relations Specialist Job at Allied Solutions in Carmel

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.