Event Planner

We empower travel professionals through comprehensive training, marketing support, and cutting edge technology. Our commitment to excellence and innovation has positioned us as a trusted partner in the travel industry.

Position Overview
As a Virtual Assistant – Event Planning, you will support our events team remotely by managing administrative tasks, coordinating logistics, and leveraging technology to streamline the planning and execution of events. You will help ensure our seminars, workshops, conferences, and networking sessions run smoothly, creating exceptional experiences for our network of Independent Travel Advisors.

Key Responsibilities:

1. Administrative Support & Scheduling
• Coordinate calendars, appointments, and deadlines for the events team.
• Use project management tools such as Task Planner (or similar platform) to track tasks, timelines, and progress.
• Maintain event timelines and budgets

2. Guest List & Registration Management
• Build and manage guest lists, handle RSVP tracking, and update attendee information in Cvent.
• Use event registration platforms Cvent, to set up registration pages, monitor registration, and generate Cvent attendee reports.

3. Supplier Partner Communication
• Manage communications with supplier partners, speakers, and internal stakeholders.

4. Marketing & Promotion
• Assist with crafting promotional content, scheduling social media posts, and monitoring engagement.
• Create and send targeted email campaigns to boost registrations and engagement.
• Update event landing pages.

5. On Event & Virtual Support
• For in person events: coordinate logistics (venues, AV, catering, transport, signage, negotiate preferred hotel room rate)
• For virtual or hybrid events: manage live streaming platforms (Zoom, , monitor Q&A and chat sessions, and ensure presenters have technical support.
• Facilitate networking and engagement through event apps (Cvent)

6. Data & Reporting
• Collect and analyze attendee engagement and feedback using survey tools Formsite.
• Compile post event reports highlighting key metrics (registration numbers, session participation, feedback scores) and provide insights for continuous improvement.
• Maintain accurate records of event budgets, expenses.

Qualifications
• Experience: At least 2 years of administrative or event planning support experience. Remote work or virtual assistant. Travel Industry experience is a plus.
• Technical proficiency: Comfortable using event registration and CRM platforms (Cvent, HubSpot) project management tools (Task Planner TEAMS).
• Communication skills: Excellent written and verbal communication for interacting with vendors, advisors, and internal stakeholders.
• Organization & multitasking: Ability to juggle multiple tasks, meet deadlines, and maintain attention to detail.
• Problem solving: Proactive and resourceful in addressing logistical issues and technical challenges.
• Passion for the travel industry and commitment to supporting the success of Independent Travel Advisors.

Applicants should submit an updated resume, with the subject line reflecting the meaning of RSVP.