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 Senior Specialist, Event Logistics is an experienced planner who 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 includes budget management, financial reporting and entries, operational analysis of internal and outsourced roles and assignments, volunteer and temporary staff management, production of staffing manuals and in person training sessions. This position also supports programming event operational specification submissions through various platforms, mobile applications and virtual event platform builds, and production of professional presentation decks for internal stakeholders of SHRM’s live and virtual conferences.
Contracts, requests for proposals (RFPs) & bid analysis:
Create and distribute RFPs for function spaces, room blocks, and event services for convention center and hotel-based conferences, including customization of concessions, SHRM legal clauses, scopes of work, master services agreements, addendums, and proposal requirements
Produces detailed analysis of bid submissions from venue, hotel, and/or service providers to team’s leadership, including negotiation goals and final outcomes, selection recommendations, and contract finalization with SHRM Legal department and selected partners
Event Management and Vendor Relationship:
Housing contracting, management and reporting of attendee, staff, vendor and specialty blocks
Housing history reports, negotiation of addendums to existing agreements, and new contracts based on evolving event strategy
Build and maintain event planning partnerships and submit periodic evaluations of SHRM account values.
Budgets & forecasts:
Serve as budget liaison for Accounting on reporting and post- meeting reconciliation
Responsible for the creation of large event budgets, spend tracking, and updates based on event parameters and evolving target goals
Collaborate on Spring and Fall forecasts
Analysis of utilization reports and invoicing of outsourced contractors against agreements
Operational analysis of internal and outsourced onsite conference functions and its temporary staff, contractor and volunteers
Banquet Event Orders, Audio Visual Event Orders, signage, programs, and floorplan reviews and editing
Production of professional presentation decks for internal stakeholders
Other duties and projects as assigned to support SHRM events
Bachelor’s degree in Event Management, Hospitality, Marketing, Communications, Business, Accounting, English, or equivalent relevant work experience and training.
At least 5 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.
Expertise with city-wide conferences and expositions, site selection, contract negotiation, budget development and management, relationship management with vendors and partners, housing management, technical and non-technical vendor leadership and direction, and VIP meeting management
Demonstrated expertise in 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 and assigned event team management
Strong financial data, project management, customer service, collaboration, and time management skills
Consistent attention to detail, organization, prioritization, and analytic skills with an ability to multi-task and manage complex projects
Leadership ability with experience working in and leading a cross-functional team
Ability to forge strong relationships with internal and external stakeholders at all levels
Experience working with volunteer supported events
Self-starter attitude with the ability to work collaboratively across the entire SHRM organization, with an inclination to achieve the “best possible” result for members and customers
Excellent communication skills, including public speaking expertise and effective written communication abilities
Good judgment skills and adherence to deadlines
Proficiency in Microsoft Excel, Word, PowerPoint, Outlook, event management and registration platforms, conference applications, NetSuite, Adobe, and financial software
Avid consumer of event trends with an ability to see how SHRM can innovate our offerings
Strategic and critical thinking skills
Candidates must have a proven commitment to SHRM's six Guiding Principles:
Excellence & Accountability
Flexibility & Agility
Smart & Curious
Push Back to Move Forward
Internal Number: DF 189
About Society for Human Resource Management (SHRM)
The Society for Human Resource Management (SHRM) is the world’s largest HR professional society, representing 285,000 members in more than 165 countries. For nearly seven decades, the Society has been the leading provider of resources serving the needs of HR professionals and advancing the practice of human resource management. SHRM has more than 575 affiliated chapters within the United States and subsidiary offices in China, India and United Arab Emirates. Visit us at shrm.org.