Event Planner

Overview

Job Purpose

Intercontinental Exchange (ICE) is seeking an energetic and highly organized Event Planner to join our marketing team. The position will support the planning and end-to-end execution of events across the U.S., including conferences, virtual events, and exclusive executive forums that engage senior corporate leaders globally. This role will focus on event logistics, coordination and execution, helping deliver high quality experiences for both internal and external audiences.

The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment while supporting continuous improvement in event processes and execution quality.

This position is office-based (5 days / week) with occasional travel, including some weekends.

Responsibilities

• Event Logistics & Execution

• Coordinate end-to-end logistics for in-person conferences, executive forums, and proprietary ICE events, including venue sourcing, vendor management, catering, A/V, and on-site setup
• Support the planning and technical execution of virtual events, including platform setup, speaker coordination, and attendee communications
• Develop and maintain detailed event timelines, run-of-show documents, and production schedules
• Serve as an on-site event coordinator for select events, including occasional weekend travel

• Vendor & Budget Coordination

• Liaise with external vendors, venues, and suppliers; gather and compare quotes and ensure timely delivery of contracted services
• Track event-related expenses and assist with budget reconciliation and purchase order processing
• Maintain accurate vendor records, contracts, and post-event documentation
• Manage promotional item inventory, including ordering branded merchandise, tracking stock levels, coordinating fulfillment for events, and reconciling inventory post-event

• Attendee & Stakeholder Management

• Manage event registration platforms and attendee lists; send invitations, confirmations, and logistical communications
• Coordinate speaker and VIP logistics, including travel, accommodations, and briefing materials
• Serve as a responsive point of contact for attendee inquiries before and during events

• Reporting & Process Improvement

• Compile post-event recaps including attendance data, feedback, and key takeaways
• Maintain and update internal event calendars, project trackers, and shared documentation
• Identify opportunities to improve event workflows and contribute to the development of scalable best practices

Knowledge and Experience

• Bachelor's degree in Marketing, Business, Hospitality, or a related field
• 2 years of experience in corporate events management
• Exceptional project management and organizational skills
• Strong prioritization and commitment to deadlines
• Excellent verbal and written communication skills
• Ability to work in a highly collaborative environment and as part of a cross-disciplinary team
• Proficiency with Microsoft Office Suite (Excel, PowerPoint, Outlook, Word)
• Willingness to travel and work occasional evenings and weekends as events require

Preferred Knowledge and Experience

• Experience with event management or registration platforms (e.g., Cvent, Eloqua, ON24)
• Exposure to B2B or financial services marketing environments
• Familiarity with project management tools (e.g., Monday.com, Smartsheet)
• Experience supporting executive-level or client-facing events

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