Events Planner

Reports to: Director, Conference & Events

Department: Education & Career Services
Classification: Exempt
Division: Corporate Headquarters
Location: Montvale, NJ
Date: November 4th, 2021

POSITION SUMMARY:

The Events Planner will work on IMA’s Education and Career Services (ECS) team. S/he will work
directly with the in person and online events team responsible for the delivery of webinars and
events such as the annual conference, women’s leadership series, student events, CFO
receptions, board meetings, and committee meetings.

KEY RESPONSIBILITIES:

• Event/Meeting Planning: Plan small to medium board and committee meetings from start
to finish under the guidance of an experienced CMP. Complete administrative tasks
associated with the association’s larger conferences and events, such as the Annual
Conference and Student Leadership Conference.
o Small Committee Meetings and CFO Receptions (10-15 per year): Site selection,
contract review and negotiations, F&B, AV, hotel housing, general logistics, onsite
travel not required
o Board of Directors Meetings (2 per year): F&B, AV, hotel housing, and general
logistics under the guidance of an experienced CMP, onsite travel required
o Larger Conferences (3 per year): Administrative help, online registration, website,
record keeping, signage and material review, onsite travel required, CPE reporting,
onsite travel required
o On-site Rollout (Medium and Large Events): Participate in on-site tasks including
checking meeting room set ups, registration, packing/unpacking, food and beverage
checks, signage set-up, vendor oversight, etc.
o Post Event Measurement: Review, process, and create reports on program
evaluation and event surveys. Process attendee CPE credits.
• Virtual/Hybrid Events: Assist with running virtual events or the online portion of hybrid
events. Provide administrative support associated with CPE credit
• Webinar Support:
o Customer Service: Monitor the webinar IMA email box
o Webinar Archive: Download and edit webinar videos for posting on YouTube and
the webinar archive on myIMA network.
o Webinar Production: Help with webinar production and/or prep sessions to make
sure things run smoothly
o Administration: Help with administrative tasks while keeping track of what’s needed
from speakers, PPT preparation, uploading PPTs, Polls, etc.
• Teaming: Partner with colleagues in other IMA departments to support the development
and rollout of the IMA conference including Branding, Membership, Corporate
Development, Publication, Facilities, IT, etc.
• Vendor Management: Establish and maintain effective working relationships with
consultants and vendors to ensure contracts, products and systems are of high quality and
cost effective.
• Travel: 25% annual travel required for site visits and on-site conference assistance. Mostly
domestic

KNOWLEDGE, SKILLS, ABILITIES and OTHER REQUIREMENTS:

• BA degree in hotel management, adult education, business, accounting, or related field.

• Minimum of 2-4 years of relevant meeting planning experience
• Strong project management, organizational skills, and attention to detail.
• Excellent customer service, professional, and interpersonal skills
• Adept multi-tasking and problem resolution skills
• Creativity when developing solutions for conference delivery, organization, structure
• Experience in contract review and negotiation.
• Proficient in Microsoft Office software programs (Word, Excel, PowerPoint etc.) as well
as event registration software platforms
• Tech savvy individual who is a quick learner
• Experience in Cvent website, registration, and site selection is a plus but not required
• Proficient in Zoom meetings and webinar a plus
• Experience using various webinar platforms (such as ON24) a plus
• Willing/able to travel for events and conferences

PHYSICAL REQUIREMENTS

• When travelling, there may be prolonged periods of standing and walking

• Must be able to lift up to 20 pounds at times
COVID-19 Vaccination
IMA requires all new hires to be fully vaccinated against COVID-19 and provide valid proof of
vaccination as of their start date, to the extent permitted under applicable law. This
requirement is a condition of employment at IMA, and it applies regardless of whether the
position is at an IMA office or is fully remote. If you are unable to receive the vaccine for
qualifying medical reasons (including pregnancy-related), you will have the opportunity to
request a reasonable accommodation.