Event Operations Specialist

Job Summary:

In a category that is traditionally undifferentiated, and where customers are (rightly) cynical about the promises made by financial advisors – Mercer stands as a firm that is client-focused first, second, and always. We have built a highly differentiated client offering and business model and enjoy exceptional feedback from our clients and advisors. Our clients enjoy the boutique experience of having a personal advisor who often is a member of their community, and the benefits that come with a large national fiduciary RIA (institutional-grade portfolios and exceptional support). Each local branch understands the unique needs of their clients, yet they are united by a national team of specialized experts across financial planning, investments, tax strategies, estate planning, and more. As we enter our next chapter, communicating directly to new clients with the same personal, localized perspective advisors take to serving our existing clients will be crucial to our success. The Event Operations Specialist will play a crucial role in assisting with our local marketing strategy.

Essential Job Functions for this role include:

Event Project Management :

• Project Intake, planning & logistics
  • Create detailed event briefs and project timelines.
  • Select and book venues and locations.
  • Arrange for essential event services (catering, entertainment, AV, transportation).
  • Negotiate and execute contracts with vendors and stakeholders.
  • Manage menu selection and floorplan creation.
  • Supervise event setup, execution, and teardown.
• Invitations, Presentations & Collateral
  • Collaborate with the marketing team on all event-related materials, including invitations, advertisements, and presentations.
  • Establish invitation list in partnership with local offices and oversee invitation process.
  • Manage event registration technology and track RSVPs.
  • Determine branding, signage, and swag needs.
  • Manage production of all collateral
• Manage Vendor Relationships
  • Maintain relationships with key vendors for future events.
  • Keep an updated list of venues and vendors.
• Post-Event Measurement & Budget Reconciliation
  • Create and manage Salesforce market campaigns for each local event or campaign.
  • Ensure accurate attendance is recorded and ROI is tracked.
  • Administer and monitor results for post-event surveys and look to incorporate feedback to future events.
  • Reconcile spend vs. event budget and track costs.
  • Ensure all leads from an event are systematically documented and tracked.

Sponsorships Admin :

• Intake sponsorship requests from local offices and work with the Marketing Director to assess whether they fit the regional strategy.
• Manage internal approval process through marketing, finance, and compliance teams.
• Work with content team on any marketing collateral related to sponsorship and manage production of assets.

Special Projects :

• Intake any special project requests from local offices and work with the Marketing Director to assess whether they fit the regional strategy.
• Manage planning process and execution of special projects.
• Work with content team on any marketing collateral needed and manage production of assets.

Requirements:

• Minimum 3 years of experience in event planning .
• Ability to travel up to 25% .
• Ability to direct operations for events in multiple markets from a remote position.
• Ability to make judgement calls in a fast-paced work environment.
• Deep knowledge of event planning and logistics.
• Proficiency with event registration technologies ( Cvent, EventSpark, or similar ).
• Proficiency with Salesforce or another CRM system.

Work Schedule:

This professional role requires availability during standard business hours of Monday through Friday from 8AM to 5PM . At times, the role may have early or late hours to meet business tasks and deadlines for external and internal client needs.

Working Conditions:

This position may be in a professional office environment or a dedicated home office workspace which is free of interruptions. Whether position is in a dedicated office space or home office workspace, basic technology needs will be provided to satisfy position requirements. Routinely sitting and standing for periods of time. No heavy lifting over 10 lbs .