Event Planning Specialist

Austin, TX, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $57,000.00 - $99,000.00

Work Schedule

Standard Hours

Flexible

Benefits

Medical

Dental

Vision

401(k)

FSA/HSA

Commuter Benefits

Tuition assistance plan

Vacation Time

Sick Time

Paid parental leave

Job Description

Wolters Kluwer is a global leader in professional information, software solutions, and services for the healthcare, tax and accounting, finance, risk and compliance, and legal sectors. With a history spanning over 180 years, the company is committed to helping professionals make critical decisions by providing expert insights and innovative solutions that enhance workflow efficiency and enable better outcomes. Wolters Kluwer operates in more than 40 countries, serving customers with cutting-edge technology and deep domain knowledge. As an industry innovator, it blends content, technology, and services to meet the evolving needs of professionals worldwide, fostering a culture of continuous improvement and inclusivity.

The Trade Show & Event Planning Specialist role at Wolters Kluwer is a key support position within the events management team, primarily focusing on assisting senior Event and Attendee Managers with the planning and execution of company-hosted internal events and external client-facing events. This role also provides secondary support for trade shows, which are critical components of Wolters Kluwer's client engagement strategy. The Specialist is responsible for coordinating a wide range of administrative and logistical event activities including vendor onboarding, contract processing, payment coordination, on-site registration management, and event logistics support.

Assigned under moderate supervision, this position offers an excellent opportunity for an event professional to expand their skills by leading smaller Tier 3 events independently, while supporting larger, more complex initiatives led by senior team members. Regular travel is expected, approximately 50 percent of the time, to support on-site event execution. The Specialist works to ensure high-quality event delivery aligned with company standards and to enhance the attendee experience across diverse event formats. Attention to detail, organizational skills, and a proactive approach are essential in this role to manage registration data, budgets, vendor relationships, and interdepartmental communication. The position offers a competitive salary range from $57,400 to $98,350 USD and is eligible for a bonus, reflecting the company's commitment to rewarding performance and providing growth opportunities in event management within a dynamic and supportive corporate environment.

Job Requirements

Minimum of 5 years of experience in event planning or related roles
Proficiency with Cvent and other event management tools
Strong organizational and multitasking skills
Excellent communication skills both written and verbal
Ability to work under moderate supervision and as part of a team
Detail-oriented with strong accuracy in data and financial management
Basic knowledge of budgeting and contract processing
Ability and willingness to travel approximately 50 percent of the time
Adaptability to a fast-paced event environment
Ability to manage administrative and logistical event components effectively

Job Qualifications

Minimum of 5 years of experience in event planning event operations or event coordination roles
Proficiency with event management registration and budgeting tools with a strong emphasis on Cvent
Understanding of operational workflows supporting internal events external client-facing events and trade shows including contracts payments vendor coordination and on-site logistics
Ability to manage multiple support tasks timelines and priorities simultaneously
Experience working with vendors and internal teams to support contracting and payment processes
Strong accuracy when managing registration data attendee lists rooming lists and financial documentation
Clear written and verbal communication skills including the ability to create internal decks and provide status updates to stakeholders
Basic experience supporting event budget tracking and reconciliation
Ability to respond effectively to changing priorities and on-site needs in a fast-paced event environment
CMP Certified Meeting Professional certification is nice to have but not required
Willingness and ability to travel approximately 50 percent of the time to support on-site event execution

Job Duties

Support senior Event Managers in the planning and execution of company-hosted internal events and external client-facing events
provide additional support for trade shows as needed
Serve as lead planner for smaller Tier 3 events managing logistics from planning through on-site execution
Assist with researching and sourcing event venues vendors gifting branding etc
develop summaries and presentation materials for internal review
Coordinate administrative event functions including vendor onboarding contract processing and payment tracking in accordance with internal policies and timelines
Support registration setup attendee communications and on-site registration using event management platforms
Review and cross-check attendee manifests registration data and hotel rooming lists for accuracy and completeness
Coordinate event logistics such as transportation shipping setup tear-down and on-site operations travel onsite for events as required
Support Event Managers and Attendee Managers across all event phases providing flexible and general event support as needed
Assist with budget tracking and reporting identifying discrepancies or issues for escalation to senior team members
Collect and organize post-event feedback and assist with reporting and evaluations
Facilitate communication among internal teams vendors and event partners to support seamless execution