Event Planner, Specialist

Join Our Team as an Event Planner, Specialist

Are you passionate about creating exceptional event experiences? Conference and Event Planning (CEP) is seeking a talented and driven Event Planner, Specialist to join our dynamic team. In this role, you'll have the opportunity to design and deliver world-class events that vary in size, format, and audience-ranging from internal leadership meetings to large-scale conferences.

What You'll Do

As an Event Planner, you'll be responsible for the end-to-end planning and execution of events, including:

• Sourcing venues and negotiating contracts
• Coordinating room layouts, food and beverage, and entertainment
• Managing vendors and audio/visual logistics
• Overseeing event budgets and timelines

You'll collaborate closely with senior stakeholders and cross-functional teams to ensure each event aligns with strategic goals and delivers a seamless experience.

What We're Looking For

We're seeking candidates with:

• A strong background in corporate event planning and project management
• Proven experience managing complex logistics and multiple vendors
• Excellent organizational and communication skills
• The ability to thrive in a fast-paced, high-performance environment

Experience working with executive leadership and a demonstrated ability to drive outcomes while embracing diverse perspectives are highly valued.

Why Join Us?

In Conference & Event Planning, you'll be part of a high-performing, collaborative team that continually raises the bar. If you're a proactive, strategic thinker with a growth mindset and a passion for delivering exceptional events, we'd love to hear from you.

Core Responsibilities

1. Coordinates and leads the logistics for higher profile and/or highly complex meetings and events under general direction of marketing, communications, and event planning leaders. Leads the development and execution of medium complexity meeting and events independently. Consults with senior leaders to define event goals, business objectives, and target audiences. Assists decision makers in planning and troubleshooting pre-event, day-of event, and post-event. Tracks event budget and discusses with event sponsors and managers as budgetary concerns arise.

2. Supports presenters through on-site and virtual support. Tracks and communicates post-event reporting and follow-up activities to appropriate parties. Gathers pre- and post-event data for analysis. Consults with leaders to make event-related business decisions using data reports, anecdotes, and industry best practices as appropriate.

3. Delivers clear, timely, and accurate communications on conference and event status and issues regularly to stakeholders, including leaders, team members, and senior managers. Independently coordinates and proposes solutions to meeting and event issues. Contributes to contingency planning efforts.

4. Assists team with the identification, evaluation, and resolution of meeting and event obstacles. Elevates items of high concern to senior management and recommends courses of action.

5. Fosters effective communication and partnership with external partners. Liaises between internal and external partners as needed.

6. Ensures Vanguard protocol is followed throughout any administrative or logistical activities. Surfaces issues to appropriate parties proactively.

7. May informally coach less experienced meeting and event planning and communications crew to build team expertise and capacity.

8. Participates in special projects and performs other duties as assigned.

Qualifications

• Three years related work experience.
• Undergraduate degree or equivalent combination of training and experience.

Special Factors

Sponsorship
Vanguard is not offering visa sponsorship for this position.

About Vanguard

At Vanguard, we don't just have a mission-we're on a mission.

To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best.

How We Work

Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.

Client-provided location(s): Malvern, PA

Job ID: Vanguard-170285

Employment Type: FULL_TIME

Posted: 2025-09-04T20:29:38