Project Management Assistant

Senior Cvent Platform Administrator

Onsite/Hybrid Position 3 days/week in Foster City - Local Candidates Only.

The Senior Cvent Platform Administrator is a senior individual contributor and subject matter expert responsible for the operational governance and hands-on administration of the organization's Cvent platform. This role oversees the standards, controls, documentation, and day-to-day practices that support consistent, compliant, and effective use of Cvent. The role also performs platform configuration, account maintenance, reporting development, data-quality validation, user access administration, operational support, troubleshooting, training, and continuous-improvement activities. Working within approved organizational policies and cross-functional guardrails, the Senior Cvent Platform Administrator partners with internal teams, agency partners, Legal, Compliance, Finance, IT, Procurement, and other stakeholders to support appropriate platform usage and resolve operational or governance issues. The role identifies systemic risks and recommends corrective actions while escalating decisions that require policy interpretation, enterprise prioritization, material investment, or broader strategic direction.

Key Responsibilities:

• Platform Governance and Administration: Serve as the senior operational subject matter expert for Cvent administration. Oversee day-to-day administration, monitoring, maintenance, and operational health of the Cvent platform. Maintain operational visibility into account architecture, account-level settings, configurations, user access, permissions, workflows, templates, and reporting structures. Establish, document, maintain, and apply operational governance standards for configuration, data, reporting, access, and platform usage within approved organizational policies. Review requests for consistency with approved standards and identify requests that require an exception, further review, or escalation. Maintain a clear record of governance decisions, approved exceptions, configuration changes, and operational controls. Identify recurring platform issues, configuration gaps, and control weaknesses; recommend and implement appropriate corrective actions within the role's authority.
• Platform Configuration, Maintenance, and Testing: Configure and maintain approved account settings, workflows, templates, forms, fields, libraries, and platform features. Create and maintain approved events, registration, budget, survey, Meeting Request Form, process, and reporting templates. Execute platform updates and configuration changes in accordance with documented standards and approved requirements. Perform appropriate testing, validation, and quality checks before changes are released for production use. Troubleshoot complex platform or configuration issues and coordinate resolution with Cvent support, internal technology partners, or other appropriate parties. Maintain configuration documentation and change records. Monitor for configuration drift or inconsistent practices and correct issues within established governance boundaries. Recommend practical configuration or workflow improvements that reduce rework, improve usability, or strengthen control effectiveness.
• Reporting Standards, Report Development, and Data Quality: Maintain documented operational reporting standards, report structures, naming conventions, field usage, and approved metric definitions. Build, maintain, test, and update Cvent reports and reporting templates in alignment with approved standards. Validate report logic and data accuracy before reports are distributed or made available for use. Perform recurring data-quality reviews to identify incomplete, inconsistent, inaccurate, or nonstandard data. Document discrepancies, investigate root causes, and implement or recommend corrective actions. Monitor recurring reporting or data-quality issues and escalate matters involving unresolved metric definitions, policy interpretation, or cross-functional alignment. Support approved operational, governance, audit, and leadership reporting needs. Promote consistent use of required fields, templates, terminology, and data-entry practices.
• Compliance and Risk-Based Operational Governance: Apply approved Legal, Compliance, Finance, IT, Procurement, privacy, security, and records-management requirements to Cvent administration and usage. Maintain operational guardrails for user access, permissions, data visibility, configuration, reporting, and platform use. Support appropriate access controls and help protect confidential, proprietary, or sensitive information. Maintain documentation needed to demonstrate adherence to approved procedures, controls, and governance decisions. Support audits, control reviews, agency reviews, and information requests related to platform administration. Identify and escalate potential compliance, privacy, security, data-sharing, or control risks. Document nonstandard requests and exceptions and route them to the appropriate policy owner or decision-making body. Partner with relevant functions to translate approved requirements into practical platform controls and administrative procedures.
• Operational Support and Intake Management: Manage the operational intake process for Cvent administration, configuration, reporting, access, and support requests. Triage, prioritize, document, resolve, or route incoming requests using approved workflows and service expectations. Provide advanced operational support to internal users, Cvent Champions, agency partners, and other authorized stakeholders. Troubleshoot complex issues and coordinate escalation to Cvent support or internal partners when necessary. Identify recurring support patterns and recommend changes to documentation, training, templates, workflows, or controls. Communicate request status, risks, dependencies, and resolution clearly to stakeholders. Route basic product how-to questions, event logistics execution, agency delivery work, or requests outside the approved platform scope to the appropriate resource. Maintain support records and knowledge materials that reduce repeat issues and unnecessary key-person dependency.
• Training, Onboarding, and User Enablement: Develop, maintain, and deliver standardized Cvent onboarding, administrator guidance, role-based training, and how-to education. Deliver training associated with approved governance or compliance changes, significant platform enhancements, new workflows, integrations, vendors, or operating procedures. Maintain approved training materials, job aids, SOPs, FAQs, and knowledge-base content. Reinforce platform standards, required processes, and appropriate escalation channels through training. Support onboarding of new users, business teams, agency partners, and Cvent Champions. Collect participant feedback and monitor adoption challenges, repeat questions, and knowledge gaps. Recommend improvements to training content and delivery based on observed user needs. Coordinate specialized or policy-related training with the appropriate functional owner when subject matter extends beyond platform administration.
• Documentation and Continuous Improvement: Create, maintain, review, and update Cvent SOPs, configuration records, process documentation, templates, job aids, decision logs, and support materials. Ensure documentation reflects current configurations, approved workflows, control requirements, and governance decisions. Evaluate operational processes to identify inefficiencies, unnecessary customization, control gaps, and opportunities for standardization. Implement approved improvements that enhance platform reliability, data quality, consistency, user experience, or turnaround time. Maintain sufficient documentation and knowledge transfer to support operational continuity and reduce dependency on a single individual. Stay informed about relevant Cvent product updates and available functionality; assess operational implications and provide recommendations to the responsible decision-makers. Participate in platform-related projects as the Cvent administration and configuration subject matter expert.
• Stakeholder and Agency Partnership: Serve as the principal operational point of contact for Cvent administration and platform-governance questions. Provide clear guidance to internal stakeholders and agency partners regarding approved platform standards, processes, templates, and support channels. Support agency and business-team onboarding and reinforce adherence to established requirements. Participate in audits, reviews, issue resolution, and governance discussions as the platform-administration subject matter expert. Communicate platform issues, risks, dependencies, changes, and operational impacts in a timely and understandable manner. Influence consistent platform practices through expertise, documentation, training, and constructive partnership rather than through direct authority.

Required Qualifications and Certifications:

• Cvent Account Administrator Certification.
• Cvent System Administrator Certification.
• Significant hands-on experience administering Cvent in a complex, enterprise, or highly regulated environment.
• Advanced knowledge of: Cvent account architecture and account-level configuration. User administration, roles, permissions, and access controls. Workflows, templates, forms, custom fields, and governance controls. Reporting logic, report creation, data structures, and data validation. Platform troubleshooting, testing, documentation, and change execution. Integrations and their administrative or operational implications.
• Demonstrated experience with data quality, reporting standardization, documentation, and audit-ready operating practices.
• Strong judgment in distinguishing one-time requests from systemic platform, data, reporting, or governance issues.
• Strong written and verbal communication skills.
• Ability to manage competing priorities, operational requests, and cross-functional dependencies with limited supervision.
• Ability to influence stakeholders and reinforce standards without direct authority.

Preferred:

• CMP—Certified Meeting Professional.
• Five or more years of related event technology, Cvent administration, or meetings-technology experience.
• Experience supporting pharmaceutical, life-sciences, healthcare, or another highly regulated environment.
• Knowledge of meetings and events operations.
• Experience developing and delivering platform training and onboarding.
• Experience supporting agency or vendor users in an enterprise Cvent environment.
• Experience with change adoption, process standardization, and continuous improvement.

Decision Rights and Authority:

The Senior Cvent Platform Administrator:

• Makes day-to-day administrative, configuration, troubleshooting, support, and work-prioritization decisions within approved standards.
• Approves and executes routine configuration, access, workflow, template, and reports changes that conform to established governance requirements.
• Enforces approved platform standards and may return or escalate requests that are incomplete, nonstandard, unsupported, or potentially noncompliant.
• Maintains operational governance documentation, SOPs, configuration records, and reporting standards.
• Recommends corrective actions