Event Contracting Specialist
Solution Tree
About Us
Solution Tree delivers comprehensive professional development to schools and districts around the world. We empower K–12 educators to raise student achievement through a wide range of services and products including educator conferences, customized district solutions for long-term professional development, books, videos, and online courses. Our headquarters is located in beautiful downtown Bloomington, Indiana, home of Indiana University and some of the best cultural, educational, and natural resources in the area. When you join Solution Tree, you join a highly regarded team that is dedicated to providing quality and excellence in professional development. Guided by our mission, vision, and values, our team is united under one goal – to transform education worldwide to ensure learning for all. If you have the passion and skill to help further Solution Tree’s mission, we want to hear from you.
Employees Enjoy
- Innovative, team-oriented environment
- Working with leading voices and rising stars in staff development
- A compensation package that includes competitive pay and benefits such as medical, dental, and vision insurance plans, 401k, paid time off, and more.
- Doing work that matters
Position Summary
Event Contracting Specialist
Reporting to the Assistant Director of Events, the Event Contracting Specialist will contribute to the overall strategic plan as it relates to growing live events and expanding the Solution Tree brand in North America. This role will be tasked with researching and securing venues, managing timelines and budgets, networking and achieving department objectives. This is a remote office opportunity, and the experience and ability to work independently will be required for success.
Summary of essential job functions
- Event Contracting
- Direct and facilitate the RFP process for assigned events from sourcing through contracting. This includes site search, comparison, selection and contracting.
- Manage timelines to meet company objectives
- The ability to proofread and understand contract terms to meet Solution Tree standards.
- Obtain vendor quotes that will directly affect the bottom line (AV, catering, staffing, etc.)
- Financial Acumen
- Negotiate contracts for the best possible prices and concessions in order to meet savings expectation on meeting spend.
- Prepare and manage profit margins of the preplanning budget for each assigned event.
- Demonstrate broad understanding of financial management. Make informed decisions to maximize profits and decrease loss.
- Event Coordination
- Coordinate and execute the successful transfer of contracted events to Event Managers, including but not limited to contract execution, and accounting functions.
- Maintain close communication throughout the department to update progress on all events.
- Continued collaboration through the event cycle with event managers to ensure the success of all events.
- Build relationships with National Sales counterparts with major hotel brands, venue partners and internal stakeholders.
- Follow Solution Tree contracting and preplanning guidelines.
Minimum requirements
A qualified candidate will have 2+ years experience in event planning, hospitality or related field. Proficiency in Microsoft Office. Strong organizational and time management skills with considerable experience in contracting, negotiations and budgets. A true team player, this person will collaborate and work closely with a team of meeting professionals and all departments within Solution Tree. Strong communication skills are required for daily contact with outside vendors and planning partners. Travel is approximately 30 days per year including overnight & weekends. This includes site visits, company meetings & industry events.
Essential Skills
- Attention to detail, accuracy
- Highly organized, strong project management skills
- Critical thinking and problem solving skills
- Strong verbal and written communication skills
- Microsoft Office
- Experience with reading capacity charts, floor plans, CADs
- Experience in hospitality or event management is preferred
Disclaimers:
The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Solution Tree is an Affirmative Action - Equal Employment Opportunity Employer.