Events and Conference Planner

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Job description

28800 Ida St Valley Nebraska 68

Why Valmont

Welcome to Valmont, where a world of opportunity awaits. When you join our team, you become part of a passionate group dedicated to changing lives and conserving resources around the globe. We want problem solvers who roll up their sleeves to foster progress and innovation for all people. At Valmont, we provide infrastructure, irrigation, tubing and coatings to the world. We strengthen cities. We nourish croplands. We design, manufacture and coat. Our products and services make a difference. Join us, and BUILD YOUR WORLD.

A Brief Summary of This Position

The Event and Conference Planner will be responsible for the planning, development and execution of various customer engagement activities including Company led events, customer engagement programs, trade shows, and annual internal activities and events. This role will drive event strategies that build brand momentum, market leadership, lead generation and customer engagement, and provide unique event experiences that guide measurable returns. This is a highly visible role and will work collaboratively with Field Marketing, Corporate Marketing, Product Marketing and Sales along with external vendors. Duties include developing and managing the budget, researching and selecting the site, entertainment and speakers, conducting negotiations to obtain best prices and concessions from all vendors (hotel, entertainment, speakers, airlines and agency) and review all contracts. The position is both tactical and strategic, and the planner is involved in all aspects of the event, from operations and communications to agenda development.

Essential Functions:

• Develop and manage the timeline to insure all elements are in place and delivered on time and on (or under) budget. Develop theme, events and overall message with internal and external resources.
• Create and manage work schedules and meeting events timeline.
• Manage the process to pay, verify and track all invoices to outside vendors and coordinate the Marketing Departments annual budget.
• Support operational delivery of all logistics and production elements across in-person and virtual conferences including project management, virtual event platform management and session recordings, financial management (forecasting, expense management and reconciliation), staff planning and production scheduling.
• Plan, organize, and execute event logistics with guidance from Conference Manager from initial stages of development, through on-site and conference wrap-up.
• Attend conferences as the onsite support for in-person and production lead for virtual delivery including managing the production schedule, temporary staff and liaising with agency partners and vendors.
• Liaise with key conference partners and team members (internal and external) to ensure successful conference execution; build and maintain good relationships by establishing trust and a working partnership.
• Be a key member of the global Conference team - build effective relationships with peers in all regions, take and share best practices and continuously raise the level of our event!
• Create detailed post-event analysis reports and event de-briefs for review with manager/operations leads.
• Coordinate travel & accommodation arrangements for conference teams & vendors
• Manages relationships and contracts with service providers to deliver value-added services and competitive costs
• Coordinate event venue searches and finalize venue contract details, completing necessary procurement processes like deposits, purchase orders, billing and final reconciliation
• Assists with creating standard terms and conditions for services providers, benchmark rates and programs to help leadership/team adjust processes or sourced arrangements as appropriate
• Manages events and signs off/approves the completion of procurement processes such as invoice review, deposits, purchase orders, billing and final reconciliation
• Finalizes event details upon event completion including, final data in event technology tool, customer satisfaction and event debrief
• Work closely with Corporate Communications to support and follow ups.

Required Qualifications of Every Candidate (Education, Experience, Knowledge, Skills and Abilities):

• Associates Degree with 3+ years of relevant experience or 5+ years of relevant experience
• 2+ years of experience in event management, with complex meetings & events
• Excellent Microsoft Office skills (Power Point, Excel, Word, and Outlook)
• Work independently, with the ability to seek supervision as needed
• Strong verbal and written communication skills
• Proactive attitude, flexible, and an ability to work to deadlines while handling multiple projects
• Attention to detail and accuracy while working in a fast-paced environment with multiple deadlines
• Strong analytical & problem-solving skills
• Experience showing successful track record in managing multiple priorities
• Experience setting up and managing a budget

Highly Qualified Candidates Will Also Possess These Qualifications:

• Preferred Bachelors with 3+ years of experience
• Knowledge of the hotel, destination management and travel industry
• Ability to organize and manage multiple, simultaneous priorities and meet aggressive deadlines
• Strong leadership, problem solving and planning skills
• Knowledge of the material, costs, techniques and processes used within the Sales area
• Judgment and decision making skills while comparing relative cost and benefit potential

Benefits:

Valmont offers employees and their families a comprehensive Total Well-being benefit package to ensure their individual and family's overall wellness needs are met.

Benefits include*:

o Medical, dental and vision insurance

o Paid time off

o Employer paid life insurance

o Employer paid short-term and long-term disability

o Retirement plans

o Dependent care

o Employee assistance programs

o Voluntary programs like tobacco cessation, Type 2 diabetes reversal, mortgage services, home & auto insurance, health coaching and more.

Due to the nature of Valmont's Global Business and Union contracts, not all benefits are the same.

Working Environment and Physical Efforts:

Work is typically performed in an office setting. The incumbent is regularly required to sit for extended periods of time, as well as talk and listen on the phone and in personal conversations or meetings. Environment is fast paced and demanding most of the time. No travel requirements for this position. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms while working in the office with various files and forms and while working on the computer. The employee is occasionally required to move about the office. Incumbent must utilize proper ergonomic safeguards such as monitor height and positions, keyboard location and height and proper wrists rests. The employee must occasionally lift and/or move up to 15 pounds in working with large files, binders, and computer equipment. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception.

Valmont does not discriminate against any employee or applicant in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, veteran status, disability or any other characteristic protected by law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

If you have a disability and require any assistance in filling out the application for employment email .