Corporate Event Planner

Requisition ID: 273968 

•  Relocation Authorized: None 
• Telework Type: Part-Time Telework 
• Work Location: Reston, VA 

 

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place. Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers’ objectives to create a lasting positive impact.

 

We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations.

 

Core to Bechtel is our values – ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants – integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

 

Position Summary
The Corporate Event Planner is primarily responsible for supporting the execution of meetings, and external and internals events led by the Bechtel’s office of Corporate Affairs. Based in Reston, VA, and reporting to the Corporate Events Manager, this person will coordinate the logistical aspect of the company’s major events, including site and vendor selection management of venues and vendors, communication with attendees and other internal stakeholders, and the execution of these events at the highest level of quality. Exceptional organization and communications skills, and a one-team mentality are essential for success in the role.

 

Responsibilities

• Support the successful delivery of logistics for major corporate events sponsored by Bechtel's office of Corporate Affairs.
• Research and recommend locations for meetings held outside the corporate headquarters, based on an assessment of a venue’s quality, facilities, ease of access, and cost, among other parameters. Arrange for dinners, off-site activities, and entertainment where requested. Establish and maintain close relationships with venues and key vendors.
• Manage the planning and execution of all events—in-person, hybrid, and virtual. Advise on AV needs, production, and visuals for events.
• Select and manage vendors for each meeting, including catering, music, photography, floral design and decor, and transportation.
• Develop transportation plans for each event. Arrange transportation for attendees upon request.
• Communicate with meeting attendees and all internal stakeholders before, during, and after each event. Ensure that all meeting attendees receive necessary information about an event well in advance with high-quality preparatory materials.
• Manage advance operations, including coordinating logistics, scheduling walk throughs, and developing content for company participation in select events. Support Bechtel’s participation in conferences and other third-party events.
• Serve as the on-the-ground logistics manager for each meeting to ensure flawless execution.
• Develop and manage a budget for the year’s events. Negotiate with vendors to secure the best pricing while maintaining suitable quality.
• Develop contingency plans for events and make necessary changes as needed.
• Process expense reports following each event according to company guidelines.

 

Qualifications and Skills
Basic Qualifications

• Bachelor's (or international equivalent) and a minimum of 5 - 8 years of event management/hospitality experience, with a demonstrated ability to execute complex events with senior-level stakeholders and at a high level of quality.
• Driver’s license is required.

 

Additional Qualifications

• Cvent experience is a plus.
• Travel required for meetings and advance trips (~25-35% of time, including international travel).
• Deep understanding of how to select venues, send RFPs, and negotiate event contracts.
• Superior interpersonal skills, including an ability to lead through influence rather than authority. Must be collaborative in their approach to event management and execution.
• Exceptional organizational capabilities, including attention to detail and a willingness to never walk past a problem.
• Strong communication capabilities, including in the drafting and dissemination of event invitations and itineraries to senior-level stakeholders.
• Passion for constantly improving the execution of events and spotting opportunities to “go the extra mile” in the types of programming delivered.