Executive Events Experience Specialist

Edison, NJ, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Flexible

Weekend Shifts

Benefits

Medical

Vision

Dental

401k

flexible spending

Job Description

Since 1989, SHI International Corp. has established itself as a leading global provider of IT solutions and services, proudly boasting an annual revenue of $16 billion. With a client base comprising over 17,000 organizations worldwide, SHI supports its customers with expert technology solutions to help them navigate evolving challenges. The company’s commitment to diversity is reflected in its status as the largest minority- and woman-owned enterprise in the United States. Employing a dedicated workforce of around 7,000 professionals, SHI fosters a culture of continuous growth, providing numerous leadership opportunities alongside comprehensive health, wellness, and financial benefits designed to offer peace of mind to employees and their families. SHI’s employees also benefit from world-class facilities and cutting-edge technology that supports success whether working onsite at their modern offices or remotely.

The Executive Events Experience Specialist at SHI International plays a critical role in orchestrating customer events within its Executive Briefing Center (EBC) and Integration Centers. This position is essential for creating memorable, high-quality experiences that align strategic objectives with flawless event execution. The Specialist is responsible for managing event logistics from start to finish, including travel arrangements, lodging, catering, and speaker coordination, all aimed at ensuring customer satisfaction. Reporting to the Manager of Executive Events Experience, the role demands a hybrid work schedule, with a requirement to be onsite at the Somerset, NJ office at least three days per week and more frequently during peak event periods.

The ideal candidate thrives in a collaborative environment, working closely with cross-functional teams including Marketing and Partner Marketing. They help define program goals and guarantee that events like Summits and Huddles run smoothly while adhering to budgets and timelines. Critical to success in this role are strong vendor relationship management, contract negotiation skills, and the ability to anticipate and resolve issues proactively. The position offers an engaging blend of project management, event coordination, and customer relationship management, making it an outstanding opportunity for professionals passionate about delivering top-tier executive experiences.

This role also demands a high level of professionalism, excellent communication skills, and a keen attention to detail, ensuring all aspects of event content and reporting are meticulously managed. The Executive Events Experience Specialist is expected to demonstrate flexibility by adapting work hours to fit the dynamic nature of event schedules, including occasional evenings and weekends. The compensation for this position ranges from $50,000 to $65,000 annually, depending on the candidate's qualifications, experience, and market location, alongside a robust benefits package inclusive of medical, vision, dental insurance, 401K, and flexible spending accounts. SHI International firmly upholds Equal Employment Opportunity principles, fostering an inclusive workforce free from discrimination based on gender, disability, or veteran status.

Job Requirements

Completed Bachelor’s Degree or equivalent relevant work experience
2-3+ years of experience in event planning or catering in a corporate, hotel, conference center, or banquet environment
2-4 years of experience working with sales organizations and/or senior-level executives
proficiency with Microsoft Office tools including Outlook, Teams, SharePoint, Excel, PowerPoint, and Word
experience using Concur or travel carrier tools (e.g., JetBlue, United)
required to work onsite in Somerset, NJ at least three days per week, with additional in-office time as needed to support events
ability to travel up to 20% and support local offsite events as needed
flexibility to work outside standard business hours, including evenings, weekends, and accommodating last-minute schedule changes due to events or operational needs

Job Qualifications

Bachelor’s degree or equivalent relevant work experience
2-3+ years of experience in event planning or catering in a corporate, hotel, conference center, or banquet environment
2-4 years of experience working with sales organizations and/or senior-level executives
proficiency with Microsoft Office tools including Outlook, Teams, SharePoint, Excel, PowerPoint, and Word
experience using Concur or travel carrier tools (e.g., JetBlue, United)
strong leadership and project management skills
excellent problem-solving, organizational, and time management skills
strong customer service orientation with a personable and professional demeanor
ability to demonstrate poise, tact, and diplomacy with internal and external stakeholders
excellent attention to detail and ability to prioritize while managing multiple deadlines
ability to adapt to changing priorities and handle unanticipated situations effectively
strong verbal and written communication skills
ability to work both independently and collaboratively in a fast-paced, team-based environment
ability to maintain professionalism under pressure
strong interpersonal skills with the ability to build and maintain effective working relationships
ability to manage sensitive information and maintain confidentiality
ability to learn and operate briefing center equipment

Job Duties

Coordinate logistics for all customer events, including travel, lodging, meeting locations, catering, reservations, offsite activities, transportation, guest arrival support, and speaker coordination
arrange logistics for customer visits, including scheduling integration tours at SHI facilities such as the AI Labs, Data Center Factory, End User Integration Center, and Customer Integration Center
collaborate cross-functionally to define and execute program goals in a structured manner
negotiate and execute contracts with vendors including caterers, hotels, AV providers, transportation services, recreation venues, and promotional suppliers
develop and manage project timelines, task lists, and planning cadences
organize and lead recurring planning and task meetings for assigned projects
ensure accuracy of event content and reporting
partner with Marketing teams to plan and execute large, multi-tiered customer events, including Summits and Huddles
create and manage event budgets and reconcile expenses with the Accounting Department
engage with vendors, employees, customers, and partners throughout events
collaborate with Partner Marketing to secure event funding
work with AV teams to ensure all technical requirements are met
anticipate and address customer needs during on-site meetings and events
resolve issues in real time, communicate effectively with venues and teams, and maintain strong team collaboration
develop event agendas and provide hands-on support during events, including travel coordination, catering execution, breakout sessions, transportation logistics, and attendee movement
maintain master tracking reports (expenses, attendees, presenters) and provide data for ROI analysis
provide support across Executive Briefing Center functions as needed
adjust work schedules to meet event and operational needs
maintain business professional attire at all times