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The Institute of Internal Auditors
Lake Mary, Florida, United States
23 hours ago

Description

SUMMARY

Responsible for the administrative support of the event management team and for training and certification seminars. This position requires that the candidate is detail oriented and can execute quickly and efficiently on assigned tasks. This position will also support the event management team on: conferences; governance, executive and volunteer meetings.  Some events are held outside the U.S. 

This position requires collaboration across the organization, innovation, planning and project management skills. This role also requires the ability to effectively develop and build member and client relationships, attention to detail, as well as strong listening, verbal, and written communication skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

EVENT PLANNING

Primary focus on live seminars, in-house training workshops, and support to the events team for larger events.

Pre-planning:

  • Reviews and approves processing of direct bill applications, credit card authorizations, and pre-event

Deposits

  • Submit contracts to legal for review and approval through IIA ticketing system
  • Once contracts are approved by legal, process through docusign
  • Processes invoices through docusign in preparation for submission to Accounts Payable
  • Processes approved invoices to Accounts Payable
  • Assists with monitoring event registrations, hotel room blocks, F&B orders and other logistics needs
  • Create staff/speaker/guest rooming list and prepare it for submission to conference hotels
  • Review staff/speaker/guest rooming list from hotel against list submitted to ensure accuracy
  • Make any arrival/departure updates to the rooming that come in by request
  • Work with seminar venue or in-house team to ensure rooms are setup and AV requirements are in place and tested
  • Orders catering needs for seminars and in-house training
  • Pull reports from registration platform for planning F&B orders, meeting room assignments and seating set up.
  • Compiles material orders and coordinates shipping logistics for delivery and return

Onsite execution:

  • Ensures that orders placed are delivered correctly and on time
  • Oversees management and delivery of program materials to designated areas
  • Ensures food and beverage functions meet both The IIA’s and program participant expectations
  • Manages signage placement and posting of accurate event times in venue agenda systems
  • Reviews banquet checks to ensure accurate billing
  • Manage session scanning or check-in for all learning events (CPE)

Post-event wrap-up

  • Communicates any unanticipated charges immediately to management
  • Reconciles invoices against signed contract and specifications
  • Compiles bill-breakdown by account and BUC for signature
  • Completes post-event reporting, providing any necessary attendance information required for CPE issuance

INNOVATION

  • Applies learnings from current trends in event management to IIA events
  • Willingness to provide and implement changes to events to enhance the attendee experience

TRAVEL

Requires 30% travel. Travels to meeting sites to evaluate hosting facilities to ensure they fit the needs of the upcoming event as well as travel to various sites to support event execution. Travel is both domestic and international.

Conduct special projects as assigned by MC&L leadership.

SUPERVISORY RESPONSIBILITIES

This role has no supervisory responsibilities.

EDUCATION AND/OR EXPERIENCE                                                          

Associate's degree (A. A.) or equivalent from two-year college or technical school; and 2+ year related experience and/or training related to event planning; or equivalent combination of education and experience.

COMPETENCIES

  • Ability to learn new technologies, such as Aventri, Smartsheet
  • Understand the requirements within field or discipline
  • Operates under minimal supervision
  • Works autonomously within established procedures and practices with increasing latitude on decision-making within scope of role
  • Demonstrates an ability to communicate technical content in a clear manner and applies tact and diplomacy to deliver sensitive information
  • Gathers and analyzes data to identify and solve problems that arise with little or no precedent
  • Regularly handles non-routine matters with supervision

LANGUAGE SKILLS                                                          

Strong written and verbal communication skills, and must be confident, analytical, flexible and motivated.  Ability to present information effectively to management, public groups, and/or committee.  Multiple language skill is an asset to any role within The IIA.

REASONING ABILITY                                                      

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS

Intermediate ability to work in a computerized environment with a moderate level of experience with Microsoft Office products, specifically Outlook and Excel. Experience with Smartsheet is a plus.

OTHER SKILLS AND ABILITIES                                                     

Must have excellent writing, communication, and organizational skills, team orientation, and strong interpersonal skills.  Able to handle multiple priorities and deadlines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and color vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This role is hybrid: 50% in the office, 50% remote. The noise level in the work environment is usually quiet.



Job Information

  • Job ID: 63434748
  • Location:
    Lake Mary, Florida, United States
  • Position Title: Specialist, Events
  • Company Name For Job: The Institute of Internal Auditors
  • Job Function: Meeting/Event Planner
  • Job Type: Full Time
  • Job Duration: Indefinite
  • Min Education: Associates Degree
  • Min Experience: 1-2 Years
  • Required Travel: 10-25%

Please refer to the company's website or job descriptions to learn more about them.

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