Position Summary

This position is responsible for the strategic planning and execution of Deloitte meetings and events with a primary focus on in person events in the West Region. The position requires advanced meeting and event planning experience from sourcing, contract negotiation, logistics management and seeing through to flawless execution. It demands a significant amount of communication with senior leadership as well as internal meeting stakeholders. The ideal location for the position is in the Bay Area in California (San Francisco/San Jose).

The team

At Deloitte, Meeting & Event Services (MES) is the team of event professionals in planning and registration that provide strategic end-to-end solutions for all Deloitte meeting and event needs. The Marketplace Event planning team within MES is focused on planning, managing and delivering events with a primarily local audience throughout the country (i.e. holiday events, retirement parties, marketing and client facing events, tradeshows, internal trainings or culture building events, etc.) Our team members work collaboratively and apply their specialized knowledge and skills to think proactively to provide a holistic customer-centric "experience" for our Deloitte professionals, clients, and guests attending events

• 3-6 years of relevant experience in meeting and event planning (experience in sourcing, contracting, budget management and logistics management for meetings or events)
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

• Excellent communication skills (written and oral) with a consultative style
• Project management - ability to understand scope, create timelines and detailed event forecasts, and deliver on time to budget
• Experience in planning trade shows or other industry conferences
• Solutions & results oriented
• Ability to work independently, on multiple projects simultaneously and under deadlines
• Ability to handle high volume workload and fast pace; manage stress
• Strong working knowledge of Word, Excel, Outlook and Zoom is preferred
• Excellent customer service

• Deliver exceptional client service with a consultative, solutions-oriented approach
• Forecast management and impeccable data integrity
• Strict adherence to meeting protocols (cost saving measures, risk policies, contract approvals)
• Liaison between meeting stakeholders, vendors, registration, procurement and operations teams; understand and interpret meeting objectives and navigate the firm's event planning processes on behalf of the meeting sponsor
• Source appropriate venues on behalf of meeting stakeholders to capture vision and objective of event while also meeting budget, size and location/date requirements
• Frequent interaction and communication with firm leadership and external clients through meeting registration and coordination
• Serve as single point of contact for both the event sponsor and the hotel/event venue
• Develop, review and approve detailed specifications for hotel or venue operations - conference services, rooms, catering, conference set up, AV, business center, accounting, IT/Communications
• Review, manage and negotiate contracts with off-site venues and event vendors; leverage cost savings when applicable (production, event décor, entertainment, transportation, team-building, IT, special supplies/materials, temp assistance)
• On-site support for designated meetings to ensure successful meeting execution
• Audit and submit all event related invoices for processing
• Post meeting reporting and reconciliation