Essential Duties and Responsibilities:
Event Planning & Project Management
• Manage the full planning and execution lifecycle for assigned Financial Services events across local markets and national initiatives.
• Own event timelines, task lists, deliverable trackers, planning documents, agendas, budgets, and stakeholder follow-up from kickoff through closeout.
• Manage in-person, virtual, and hybrid events ranging from approximately 50 to 500 attendees.
• Partner with FS Marketing, sales leadership and regional leadership during event vetting to evaluate proposed events for audience fit and execution feasibility.
• Coordinate with Director of Strategic Partnerships to confirm event spend aligns with partnership agreements and applicable spending rules.
• Drive continuous improvement of event planning processes, templates, timelines, vendor workflows, and communication standards.
Logistics & Vendor Management
• Manage venue selection, contract negotiation, facility logistics, catering, room setup, AV requirements, signage, shipping, registration, attendee flow, speaker needs, and vendor relationships.
• Serve as the on-site lead for assigned events, overseeing vendor coordination, room readiness, registration, AV, speaker support, attendee experience, troubleshooting, and event closeout.
• Manage virtual and hybrid event logistics, including platform setup, speaker preparation, run-of-show documentation, attendee communications, and live-event troubleshooting.
• Build and maintain event registration sites and event web pages using Canva, event platforms, or other available tools.
Stakeholder & Cross-Functional Coordination
• Work directly with local offices, regional leadership, advisors, presenters, sales leadership, marketing, compliance, and director of strategic partnerships to plan and execute events effectively.
• Manage event invitation workflows, registration pages, event websites, attendee lists, calendar holds, reminders, and RSVP tracking, in partnership with marketing.
• Partner with marketing to ensure event collateral, communications, and materials are requested, reviewed, approved, and delivered on schedule, with content owned by the appropriate subject matter experts.
• Maintain productive working relationships with stakeholders at all levels, keeping events on strategy, on budget, and within compliance guidelines.
Compliance, Materials & Quality Review
• Track all collateral, presentation, agenda, and event material deadlines to ensure required inputs are submitted, reviewed, finalized, and delivered on time.
• Proof event materials for logistical accuracy, including dates, times, locations, speaker names, agenda flow, registration links, venue details, and attendee instructions.
• Understand the compliance review requirements applicable to financial services events and ensure the required review and approval workflow is completed for all materials, invitations, presentations, and external-facing communications prior to use or distribution.
• Maintain working knowledge of who is involved in the approval process—including compliance, marketing, and subject matter experts—and manage those workflows to keep events on schedule.
Post-Event Reporting & Documentation
• Maintain complete event documentation, including planning timelines, budgets, attendee lists, vendor contacts, invoices, final materials, compliance review status, and event recaps.
• Coordinate with marketing on post-event activities, including attendee reporting, lead handoff, survey distribution, follow-up communications, and performance recap inputs for the Event Strategy Manager.
• Provide event-level data and recap materials to the Event Strategy Manager to support program-level KPI tracking and ROI reporting.
• Travel as needed, up to 50%, to support local market events and provide on-site execution support.