Meeting and Events Specialist - ExtensisHR : Job Details

Paragon Events, based in Boca Raton, Florida, is a dynamic firm specializing in meetings, association management, and marketing. Operating nationally and globally, we cater to diverse sectors from corporate to non-profit, driven by CEO Renee Radabaughs 35+ years of experience. Our passionate team delivers accurate and efficient solutions to help our clients achieve their goals. As we continue to expand our reach and influence, we are seeking motivated individuals to join our team.

At Paragon Events we believe in the power of diversity and inclusion to drive innovation and success. We encourage individuals from all backgrounds to apply. We look forward to hearing from you!

As the Meeting and Events Specialist, the incumbent will provide crucial support in the planning and execution of meetings and events hosted by the organization. This role involves overseeing various aspects of event logistics, from venue research to attendee communication, to ensure the seamless delivery of successful events. With strong organizational skills and excellent attention to detail, the specialist will contribute to creating memorable experiences for attendees while supporting the overall goals of the organization's events.

The specialist will manage event logistics, including venue selection, catering, audiovisual setup, and transportation, as well as manage budgets and work closely with various stakeholders. This role includes training team members, supporting their development, and ensuring smooth execution during events. The specialist will handle programs annually, with participants ranging from 50 to 500, supported by the event team.

Responsibilities:

• Event Planning and Management:
  • Plan, coordinate, and execute all aspects of meetings and events for the organization.
  • Establish, plan, and execute long-range organizational goals, policies, and tasks.
  • Develop strategy in the planning and execution of meetings and events, focusing on specific aspects such as logistics, registration, or vendor coordination.
  • Manage event logistics, including venue selection, catering, audiovisual setup, and transportation.
  • Conduct market research and gather information to improve event quality.
  • Negotiate contracts with venues and vendors.
  • Liaise with clients to identify their needs and ensure customer satisfaction.
  • Provide clear, concise reports to stakeholders.
  • Propose ideas to improve services and event quality.
  • Handle issues proactively and troubleshoot any problems that arise during events.
  • Manage event registration processes, including attendee registration, ticketing, and attendee communication.
  • Manage all aspects of sponsorship fulfillment, ensuring all commitments to sponsors are met.
  • Provide onsite support during events, ensuring smooth execution and resolving any issues that arise.
  • Assist with post-event evaluations and reporting
• Client and Vendor Management:
  • Directly manage client projects, including hotel site selection, registration design and management, rooming list management, menu planning, conference logistical planning, air travel management, BEO review, hotel contract management, audio-visual planning, and speaker management.
  • Maintain direct contact with high-profile clients, strengthening client relationships.
  • Provide administrative support for meetings, conferences, and events, including scheduling, correspondence, agenda, minutes, and document preparation.
  • Coordinate and travel to site inspections.
  • Communicate and secure vendors
• Team Leadership:
  • Collaborate with the event team on various programs.
  • Guide teams to achieve timely and successful completion of projects.
  • Provide guidance and feedback to support team members.
  • Bear responsibility for being a project lead with minimal supervision.
• Budget Management:
  • Develop and manage budget elements including income, expenses, sponsorship strategy, third-party management, and vendor payments.
  • Work with the internal accounting department to invoice payments, submit vendor payments, and match weekly to close out events
• Marketing and Communications:
  • Provide signage plan services and communicate with the marketing department to meet client expectations.
  • Articulately propose ideas to improve services and event quality.
• Any other duties as required.

Competencies:

• Strong organizational and time management skills with the ability to manage multiple tasks and deadlines simultaneously.
• Excellent attention to detail and commitment to excellence in event execution.
• Effective written, verbal, and interpersonal communication skills, comfortable working with senior management, and collaborating with internal teams and external stakeholders.
• Proficiency in Microsoft Office Suite, online registration systems, and relevant software.
• Customer service orientation with the ability to provide support to event attendees.
• Flexibility and adaptability to work in a fast-paced environment and meet tight deadlines.
• Strong problem-solving skills and ability to troubleshoot issues during events.
• Knowledge of event planning principles and best practices.
• Knowledge of other languages and international customs is an asset.
• Understanding of wardrobe uniform requirements (when required).
• Ability to work with minimal supervision in a deadline-oriented environment, proactive, and motivated team player.
• Professional and flexible personality.

Work Environment:

The work environment is typically office-based, with occasional meetings and events requiring travel

Physical Demands:

Regularly required to talk or hear. Sedentary role in the office with some filing required (lifting up to 25 lbs.). While traveling or onsite, must be able to:

• Sit for multiple hours (during air travel).
• Lift up to 40-60 lbs. for personal and event team luggage.
• Work 10-15 hour days, including early mornings and late nights.
• Walk up to 5-6 miles per day.
• Ascend and descend stairs.
• Stand in one area for long periods with periodic breaks.
• Carry boxes up to 20 lbs.
• Bend or kneel to unpack/pack materials.
• Perform repetitive arm movements/bending.