Woolpert Client Experience Specialist to coordinate and execute client-facing events and experiences for Woolpert’s Marketing Team. Manage event logistics, vendor coordination, and measure event outcomes.
Responsibilities
Plans, coordinates, and executes assigned virtual, hybrid, and live client events of increasing complexity, including timelines, run-of-show, registration, and post-event follow-up.
Organizes event details such as venue and digital platform selection, room blocks, technical and audiovisual needs, catering, signage, entertainment, and shipping of booth and promotional materials.
Engages with digital platform providers, venues, and vendors to obtain quotes, coordinate requirements, and confirm deliverables; escalates contract and pricing exceptions to senior team members.
Ensures required permissions, licenses, certificates of insurance, and vendor documentation are secured prior to each event.
Tracks event budgets, processes invoices and purchase orders, and reconciles actual spending against approved budgets for assigned events.
Coordinates client and attendee communications, including invitations, registration support, pre-event materials, and post-event outreach.
Provides on-site and virtual event support, managing setup, attendee experience, speaker and exhibitor needs, and proper technical and physical wrap-up.
Addresses unforeseen issues or emergencies that arise during events, resolving routine problems independently and consulting senior team members on complex situations.
Conducts debriefings and evaluations to measure event success; analyzes participant feedback and metrics and recommends improvements for future events.
Collaborates with marketing, communications, and business development teams to drive event awareness, including social media and promotional campaigns that engage attendees.
Maintains event calendars, vendor records, attendee lists, and client experience documentation in company systems to support reporting and knowledge sharing.
Supports the onboarding of less-experienced team members by sharing event procedures, checklists, and templates.
Qualification
Certified Meeting Professional (CMP)
Preferred
5 years of event planning or client experience in a professional services, architecture/engineering, or geospatial environment.
Experience with trade show and conference exhibit coordination.
Experience supporting executive-level or client-facing programs.
Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), or Certified Trade Show Marketer (CTSM).
Deep understanding of CRM and proposal management systems preferred.
Strong business acumen and commercial awareness preferred.
