Event Contracting Specialist (E3749)
Event Contracting Specialist (E3749)
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1 Vacancy
Job Description
Education
Bachelors degree or equivalent experience required.
Experience
46 years of experience preferred in contract negotiation and vendor management particularly in meetings hospitality or procurement.
24 years of experience in hotel sales and/or event planning preferred.
CMP (Certified Meeting Professional) designation is a plus.
Skills & Requirements
Strong knowledge of event contracts and supplier categories (hotels venues AV etc.).
Advanced negotiation and problem-solving skills.
Highly organized with exceptional attention to detail and time management.
Excellent verbal and written communication skills.
Proficient in Microsoft Word Excel Outlook and contract management tools.
Financial literacy related to budgeting and contractual commitments.
Technologically adept and eager to adopt new systems and tools.
Ability to work independently and collaboratively under tight deadlines.
Professional presence with strong interpersonal skills cultural awareness and diplomacy.
Ability to manage conflict adapt to change and meet challenging objectives.
Strong judgment in complex or high-pressure situations.
Must be able to represent IEEE professionally across all levels.
Other Requirements
As defined in IEEE Policies individuals currently serving on an IEEE board or committee are not eligible to apply.
As defined in IEEE Policies individuals currently serving on an IEEE board or committee are not eligible to apply.
PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support this includes all persons in F (both CPT and OPT) J H L or O status.
For information on work demands and conditions required for this position please consult the reference document ADA Requirements. This position is classified under Category I - Office Positions.
All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.
Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts managements right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
Job Summary
CEE is recognized across the IEEE community and beyond as a leader and subject matter expert within every aspect of conferences events and experiences. This role aligns with CEEs mission to deliver collaborative and memorable experiences that connect audiences with emerging technologies including contract negotiation and vendor management
The Contracting Specialist is responsible for implementing contracting strategies that support IEEEs strategic meeting management initiatives. This includes engaging internal stakeholders understanding business needs and facilitating vendor partnerships through effective negotiation review and execution of event-related contracts.
Acting as part of an extended client team the role works closely with Legal Finance Risk Management IT Security and Business Operations to ensure alignment and compliance. Reporting to the Senior Manager Event Vendor Relationship Management & Contracting the specialist participates in IEEEs mandatory contract review program which includes approximately 2800 contracts annually. This involves advising staff volunteers and vendors across IEEEs global event portfolio.
The role supports day-to-day contracting operations and contributes to CEEs broader mission to enhance event quality efficiency and consistency through strategic vendor relationships.
Key Responsibilities
Contract Management & Negotiation (80%)
Drafts negotiates and manages vendor contracts for services including but not limited to hotels venues AV providers registration firms PCOs and speakers.
Advises internal stakeholders and project teams on contract terms risk mitigation and best practices.
Serves as the primary point of contact between clients business units vendors legal and strategic sourcing.
Ensures timely and accurate execution of contracts using IEEEs contract management system.
Prepares and disseminates contract-related documentation (status compliance modifications).
Responds to inquiries in a professional timely and organized manner.
Maintains accurate records including contract databases and certificates of insurance.
Identifies opportunities for cost savings and supports strategic sourcing initiatives.
Assists with purchase requisitions follow-ups and coordination across departments.
Supports IEEEs mandatory contract review program in collaboration with senior staff and leadership.
Special Projects (20%)
Provides high-level administrative and project support to the contracting team and other CEE initiatives.
Participates in or leads special projects and continuous improvement initiatives as assigned.
Occasionally travels domestically or internationally to support contracting efforts.
May be required to work extended hours during event-heavy periods.
Required Experience:
IC
Employment Type
Full-Time
