Event Planner I

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Special Required Qualifications

Job Description:

Summary of Duties and Responsibilities:

Do you enjoy collaborating with a wide variety of clients vendors speakers and departments to bring impactful events to life Are you seeking a role that allows you to contribute your ideas and talents to conferences and events across Iowa State University while offering true work-life balance

If so the Department of Conference Planning and Management (CPM) with Iowa State University Extension and Outreach seeks a detailoriented Event Planner I to support the planning coordination and financial management of inperson and virtual conferences and events!

This position works closely with other CPM event planners the finance team clients vendors speakers sponsors and exhibitors throughout all phases of the event cycle. Responsibilities include supporting logistics and onsite coordination vendor procurement budget tracking payment processing and reconciliation speaker travel arrangements sponsor and exhibitor coordination and event documentation and closeout.

Success in this role requires strong organizational skills financial accuracy adaptability and the ability to manage multiple events simultaneously.

The position reports to the Budget and Finance Specialist.

What Youll Do:

• Plan coordinate and support conferences and events including onsite and virtual events

• Consult with clients and internal planners to assess event needs and develop event plans and timelines

• Manage event logistics such as venues AV catering travel transportation and volunteers

• Develop monitor and reconcile event budgets and financial summaries

• Coordinate speakers sponsors vendors and contracts; collect required documentation and materials

• Communicate event details through mass emails and attendee messaging

• Process event payments invoices purchase orders reimbursements and deposits in accordance with ISU policies

• Assist with departmental sales efforts client outreach site visits and service marketing

• Support departmental operations through reporting committee participation and professional development

Due to the nature of position this person must be flexible and willing to work non-traditional hours including occasional weekends and evenings as needed for events.

While this position is based out of Ames it will require travel between event locations and around the university. Driving will be required in this role.

Preferred Qualifications:

• Bachelors degree in Event Management Business Management or related degree.

• Working knowledge or experience with event planning.

• Proficiency in Microsoft Office Suite as well as communication and collaboration platforms such as Zoom and Microsoft Teams.

• Working knowledge or experience with budgeting financial tracking and accounts payable.

Department/Program & College Description:

Conference Planning and Managementis your resourcefor conferences and special events at Iowa State University across Iowa and beyond! Our experienced team has successfully managed local regional national and international events both on campus and outside the state. Whether you are faculty staff a student group at Iowa State University or simply are interested in hosting your event at Iowa State University or elsewhere we are here to help!

We have delivered great conference experiences for events ranging from 15 to 15000 attendeeswhether in the classroom across our campus and community or halfway around the world.

Department Unit/Website:
Conference Planning and Management

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position.

Application Instructions:
To apply for this position please click on Apply and complete the Employment Application. Please be prepared to enter or attach the following:

Resume/Curriculum Vitae

Letter of Application/Cover Letter

Why Choose Iowa State University
Iowa State Employees enjoy comprehensive health and work-life benefits including medical and dental as well as:

• Retirement benefits including defined benefit and defined contribution plans

• Generous vacation holiday and sick time and leave plans

• Onsite childcare (Ames Iowa)

• Life insurance and long-term disability

• Flexible Spending Accounts

• Various voluntary benefits and discounts

• Employee Assistance Program

• Wellbeing program

If you have questions regarding this application process please email or call or Toll Free: 1-.

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Iowa State University does not discriminate on the basis of race color age ethnicity religion national origin pregnancy sexual orientation genetic information sex marital status disability or status as a U.S. Veteran. Inquiries regarding non-discrimination policies may be directed to Office of Equal Opportunity 2680 Beardshear Hall 515 Morrill Road Ames Iowa 50011 Tel. email .

General ISU compensation information can be found on the University Human Resources website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.