Event Planner

With a reputation built on excellence, innovation, and exceptional service, we empower our clients through high-touch, high-impact experiences powered by proprietary technology and world-class talent. As our U.S. Events footprint continues to grow, we are seeking a dynamic, service-obsessed, and commercially minded professional who leads by example and delivers flawless experiences that consistently exceed expectations.

In this pivotal role, you will spearhead end-to-end event planning for key clients while collaborating closely with operational leaders, Team Leads, and our wider events organization. You will leverage deep market expertise to advance client objectives, cultivate lasting cross-functional partnerships across Reed & Mackay, and maximize commercial revenue generation—all while delivering outstanding return on investment for our partners.

What You’ll Do:

• Oversee the comprehensive coordination and execution of entire event programs, focusing on operational aspects

• Manage specified client-based events including sourcing, contract negotiation and review, offsite activity coordination, supplier payments, invoicing, and reconciliation

• Lead events from conception through to delivery and financial reconciliation

• Collaborate closely with client contacts to comprehend and fulfill program objectives and outcomes

• Provide clear guidance to the project team regarding client needs, expectations, business rules, and objectives

• Identify opportunities to increase the value of existing and new business

• Develop and manage client event budgets, ensuring agreed profitability through careful negotiation and commercial awareness

• Maximize all income opportunities by leveraging enhanced commission rates and preferred partner relationships to negotiate cost savings

• Agree and advise on setups for function rooms, including layout, seating, AV, and food & beverage needs

• Provide out-of-hours support as necessary

• Identify critical success factors for projects based on clients' success measures

• Maintain meticulous project documentation to ensure compliance with contract policies, documentation standards, and Service Level Agreements

• Generate and maintain virtual payments to suppliers as required

• Responsible for completing Event Specific Agreements on a per-project basis

• Prepare and review rooming lists in a timely manner to meet agreed deadlines

• Ensure timely completion of payment, billing processes, and final financial reconciliation

• Provide structured event feedback to all stakeholders through debrief notes for inclusion in account reviews

• Attend internal and external meetings as required, document minutes, and follow up on outstanding action items

• Support on-site events when necessary and coordinate client venue visits upon request

• Comply with Reed & Mackay technology usage guidelines and systems as required

• Work closely with the Events Leadership Team to deliver a seamless, professional service to clients

What We’re Looking For:

• Proven experience planning a variety of events, including meetings, group accommodation, and venue sourcing

• 2+ years of current, relevant meeting and event planning experience, ideally both nationally and internationally

• Positive interpersonal skills with the ability to build and maintain strong relationships with colleagues, clients, and suppliers

• Self-motivated, fostering a sense of enthusiasm and collaboration across the team

• Strong client-facing, consultative, and presentation skills

• Excellent critical thinking and problem-solving abilities

• Open-minded, adaptable, and receptive to change in a fast-paced environment

• Strong attention to detail, high customer service standards, and proven negotiation skills

• Exceptional organizational skills with the ability to coordinate multiple resources and concurrent priorities

• Ability to remain calm, focused, and effective under pressure in high-stress situations

• Solid business acumen and commercial awareness

• Effective influencing and stakeholder management skills

• Professional verbal and written communication skills

• Proficient in Microsoft Office Suite, modern project management tools, and venue sourcing platforms (especially Cvent)

• Strong multitasking capabilities with an urgency-driven mindset to resolve time-sensitive issues efficiently

• Empathetic approach paired with consistent, polished professionalism

• Proven ability to adapt and thrive within a hyper-growth environment

• Resourceful, independent thinker capable of troubleshooting issues and resolving complex customer inquiries

• Track record of developing and maintaining strategic client, Account Manager, and Account Executive partnerships

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