Corporate Events Specialist

About the Role

We are seeking a highly organized, detail-driven, and energetic Corporate Events Specialist to manage and execute the end-to-end logistics for both high-profile investor relations events and internal employee events. This critical, hands-on role is responsible for translating event strategy and vision set by leadership into memorable, professional, and seamless experiences for our entire team, executive leadership, and both current and potential investors.

The specialist will be the primary point of contact for all event logistics, overseeing planning, coordination and on-site execution of a diverse portfolio of events, including:

1. External Stakeholder Events: High-class local investor functions and experiential investor events hosted in other states.
2. Major Internal Events: Approximately five all-company events annually (~200 employees each).
3. Ad-Hoc Events: Various other meetings such as trainings, large company meetings, and executive/investor dinners.

This position requires strong negotiation skills, meticulous project management, and a dedicated focus on providing world-class service to both internal teams and external VIPs. This role operates with autonomy but has cross-functional support from Marketing, Investor Relations, and Operations. As our event strategy evolves, this role will help implement consistent planning timelines and processes for scalability.

Key Responsibilities

1. Planning, Sourcing & Budgeting

• Venue & Vendor Management: Lead venue sourcing and site inspections for all major off-site events, including the Investor Events, Annual Conference, and Christmas Party.
• Contract Negotiation: Negotiate and manage all vendor contracts (including, but not limited to: venues, AV, catering, and entertainment) ensuring adherence to budget, and approval by legal and other necessary stakeholders. Ability to make logistical and vendor decisions within approved budgets and guidelines.
• Budget Management: Develop, track, and reconcile detailed event budgets, monitoring expenses and optimizing vendor costs.
• Timeline Development: Create comprehensive, multi-year, and granular event timelines and checklists to ensure all deadlines are met, including a yearly event calendar for internal visibility.

2. External & Investor Events Management

• High-Profile Event Planning: Plan and execute high-net-worth investor events, in premium and experiential settings. This includes managing all logistics for experiential events in other states and local executive dinners.
• Executive Coordination: Coordinate directly with Executive Leadership and the Investor Relations team regarding sensitive guest lists, secure content delivery, and ensuring strict brand alignment.
• Registration & Invitations: Design and manage electronic invitation campaigns, track RSVPs, and coordinate all registration needs, such as name tags and on-site check-in processes.

3. Internal Event Execution & Logistics

• Registration & Invitations: Design and manage electronic invitation campaigns, track RSVPs, and coordinate all registration needs, such as name tags and on-site check-in processes.
• On-site Management: Serve as the primary point of contact for all vendors and internal staff on the day of the event. Manage all logistics on-site, including setup, flow, technical needs, and breakdown for large employee events.
• Seating & Floor Plans: Create detailed seating charts, floor plans, and run-of-show documents for all events.
• Ad-Hoc Event Support: Oversee logistics for general company events as needed, including trainings, large company meetings, and internal executive gatherings.

4. Post-Event & Administration

• Wrap-Up: Conduct post-event analysis, reconcile all final invoices, gather internal feedback, and create comprehensive reports for executive review.
• Documentation: Maintain a centralized database of preferred vendors, event contracts, and historical event data.
• Internal Coordination: Work closely with Executive Assistants, IT, and internal communications teams to ensure all event needs (presentations, speakers, communications) are integrated.

Success

Success in this role is measured by:

1. High-quality execution and qualitative and quantitative positive feedback from attendees and leadership.
2. Adherence to approved budgets and timeline milestones.
3. Meeting cost per attendee goals.
4. Effective vendor relationships and documented cost savings.
5. Implementation of repeatable, efficient planning processes (event playbooks).

Qualifications

Required

• Located in or willing to relocate to the Indianapolis, IN area.
• Minimum of 3 years of professional event planning experience, ideally in a corporate or B2B environment. Demonstrated experience managing high-profile, executive, or external stakeholder events (such as investor relations events) is mandatory.
• Proven track record of managing large-scale events (200 attendees) from conception through execution and wrap-up.
• Exceptional skills in contract review, vendor negotiation, and budget management.
• Proficiency with event technology (e.g., electronic invitation/RSVP platforms, seating chart software, Microsoft Office/Google Workspace).
• Ability to work flexible hours, including early mornings, late evenings, and occasional weekends, as dictated by the event schedule. Major events will require on-site coordination outside regular business hours.

Preferred

• Experience planning multi-day conferences and out-of-state events.
• Bachelor's degree in Hospitality, Communications, Marketing, or a related field.