Event Planner I

Position Title:

Event Planner I

Job Group:

Professional & Scientific

Required Minimum Qualifications:

Bachelor’s degree

Special Required Qualifications

Valid U.S. Driver's License

Job Description:

Summary of Duties and Responsibilities:

Do you enjoy collaborating with a wide variety of clients, vendors, speakers, and departments to bring impactful events to life? Are you seeking a role that allows you to contribute your ideas and talents to conferences and events across Iowa State University while offering true work-life balance?

If so, the Department of Conference Planning and Management (CPM) with Iowa State University Extension and Outreach seeks a detail‑oriented Event Planner I to support the planning, coordination, and financial management of in‑person and virtual conferences and events!

This position works closely with other CPM event planners, the finance team, clients, vendors, speakers, sponsors, and exhibitors throughout all phases of the event cycle. Responsibilities include supporting logistics and on‑site coordination, vendor procurement, budget tracking, payment processing and reconciliation, speaker travel arrangements, sponsor and exhibitor coordination, and event documentation and closeout.

Success in this role requires strong organizational skills, financial accuracy, adaptability, and the ability to manage multiple events simultaneously.

The position reports to the Budget and Finance Specialist.

What You'll Do:

• Plan, coordinate, and support conferences and events, including on‑site and virtual events

• Consult with clients and internal planners to assess event needs and develop event plans and timelines

• Manage event logistics such as venues, AV, catering, travel, transportation, and volunteers

• Develop, monitor, and reconcile event budgets and financial summaries

• Coordinate speakers, sponsors, vendors, and contracts; collect required documentation and materials

• Communicate event details through mass emails and attendee messaging

• Process event payments, invoices, purchase orders, reimbursements, and deposits in accordance with ISU policies

• Assist with departmental sales efforts, client outreach, site visits, and service marketing

• Support departmental operations through reporting, committee participation, and professional development

Due to the nature of position, this person must be flexible and willing to work non-traditional hours including occasional weekends and evenings as needed for events.

While this position is based out of Ames, it will require travel between event locations and around the university. Driving will be required in this role.

Preferred Qualifications:

• Bachelor's degree in Event Management, Business Management, or related degree.

• Working knowledge or experience with event planning.

• Proficiency in Microsoft Office Suite, as well as communication and collaboration platforms such as Zoom and Microsoft Teams.

• Working knowledge or experience with budgeting, financial tracking, and accounts payable.

Department/Program & College Description:

Conference Planning and Management is your resource for conferences and special events at Iowa State University, across Iowa and beyond! Our experienced team has successfully managed local, regional, national and international events both on campus and outside the state. Whether you are faculty, staff, a student group at Iowa State University, or simply are interested in hosting your event at Iowa State University or elsewhere, we are here to help!

We have delivered great conference experiences for events ranging from 15 to 15,000 attendees—whether in the classroom, across our campus and community, or halfway around the world.

Department Unit/Website:
Conference Planning and Management

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position.

Application Instructions:
To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:

Resume/Curriculum Vitae

Letter of Application/Cover Letter

Why Choose Iowa State University?
Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental, as well as:

• Retirement benefits including defined benefit a