Event Specialist

Event Specialist Role responsible for mid-complexity meeting or event planning and project management delivery for live, virtual, and hybrid projects, from conception through to completion. Acts as the primary lead on medium events, handling all communications with the client on behalf of the CWT project team, and manages all aspects of planning internal and external meetings both domestic and international, ensuring meetings are implemented according to the timeline, budget, and client expectations. Cross-collaboration with multifunctional teams and global alignment is required. The Event Specialist will work independently on their projects. Specifically, the Event Specialist will: Act as the primary lead on small and medium events, handling all communications with clients on behalf of the CWT project team. Manage services for domestic and international destinations, including DMC sourcing, venue sourcing, contract negotiation, activity development, F&B management, ground transportation, onsite support, project planning, budget management, savings tracking, client call coordination, web conference management, virtual meeting planning, attendee management, and post-event reporting. Lead session management, site inspections, conference agenda development, vendor management, mobile app administration, onsite crisis management, translation coordination, sponsorship, tradeshow, entertainment, and content management as required. Support RFPs, proposals, and client presentations. Identify and propose value-added solutions aligned with client and CWT directives. Collaborate with web developers on attendee registration websites. Coordinate with group travel teams to ensure timely delivery of services in line with project plans and responsibilities. Communicate and own timelines, budgets, reports, and financial accountability, ensuring adherence to deposit terms, estimates, billing guidelines, and timely reconciliation. Maintain accurate event information within CWT or client meeting technologies. Adhere to client and CWT SLAs, complete time tracking, and ensure compliance with legal, safety, and internal procedures. Plan meetings and events with meticulous attention to detail, proactively escalating issues. Represent the CWT Meetings & Events brand professionally, enhancing our industry reputation. Be flexible with international and domestic travel for meetings and events as needed. LI-SV Qualifications Education & Experience University Degree or equivalent experience. 2-3 years of meeting planning and project management experience. Experience with Virtual and Hybrid projects, including platform capabilities and planning. Knowledge of AV/Production. Proficient in Microsoft Office and database tools; knowledge of web-based registration tools like CVENT is a plus. Fluent in English; additional language skills are preferable. Skills and Attributes Strong understanding of budgets, critical time paths, contracting, logistics, creative design, crisis management, agenda creation, virtual meeting delivery, sponsorship, tradeshow, and complex housing management. Excellent knowledge of hotels, venues, ground suppliers, AV, F&B, and related terminology. Strong project management skills for complex and changing teams and timelines. Ability to develop and manage budgets. Excellent verbal, written, and presentation skills. Proficient in Microsoft Office and adaptable to new technologies. Ability to multitask and work under pressure. Negotiation skills and financial acumen preferred. Calm and composed under stress. Excellent customer service skills. J-18808-Ljbffr

Location: Firenze, Toscana, IT

Posted Date: 8/19/2025